Category Archives: Productivity Solutions

The Hat Trick

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This happens to me a lot. I often find myself overwhelmed with the things on my to-do list. Even though I am the self-proclaimed Queen of Lists I sometimes struggle to complete all of the tasks I’ve set out for myself. Sometimes just looking at my list paralyzes me with anxiety and I end up doing nothing as a result. This means I’ll have twice as many things to do the next day and my stress level will soar through the roof.

I have a friend who suffers from the same problem so I asked her how she dealt with her to-do list paralysis. She taught me the hat trick, a way of completing items on your to-do list that eliminates any need to make a decision.

Basically, you write each task on a separate piece of scrap paper, then crumple up each piece and throw them into a hat (or a box, or whatever). Close your eyes and pick up one of those pieces of paper. Whatever is written is the thing you have to do next- no putting it back! Repeat this process until the hat is empty.

When I first heard about this I laughed because it seemed so simple. After trying it though, I’m pleased to report that it’s extremely effective, especially for those who struggle with making decisions. (Ahem. That’s me.)

However, the hat trick only works if your to-do list is organized. Each task needs to be clearly defined and big projects need to be broken down into smaller steps, otherwise you risk the temptation of putting things off even further. (For more on how to do this, click here and here.)

The biggest flaw of the hat trick is that it does not help define priorities. If there are tasks on your to-do list that are time sensitive or a high priority, you need to complete them before performing the hat trick so that they don’t get lost in the shuffle (literally).

It may seem like common sense but some it’s a revelation: taking the decision-making out of the equation can lead to a quicker, more efficient workflow which makes the whole process of completing your to-do list a lot less painful. And- dare I say it- could maybe make it more fun?

What’s your favourite way of dealing with your to-do list? Email me your secrets at keepingbusyb@gmail.com or comment below. Looking for more ways to stay organized and productive? Click here and here.

Why You Should Keep Your Old Agenda

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It’s easy to get caught up in the excitement of purchasing a new planner. The temptation to throw out the old one and start afresh is real but there’s a few reasons as why to you shouldn’t throw out your old agenda (at least not yet).

Unless you keep an excellent diary, your agenda acts as a reminder of what you did every day the past year. This alone can provide a huge amount of valuable information to you. Your planner could act as a record of the shifts you worked, the vacations you took, appointments you had, etc. Having this as a reference could serve you in your future planning needs. (For example, when was the last time you visited the dentist? Took your dog to the vet?)

Every year when I conduct my yearly review, I use my old planner as a guide to help me set up my new one by transferring information such as birthdays, anniversaries and other important dates.

Based on what your schedule looked like last year, you may want to use your agenda to schedule reminders for yourself to visit the doctor, or get your roots touched up.

Looking at all of these dates in your calendar can also help you identify patterns and trends when planning your schedule for next year. For example, last February was so busy that I’ll think twice before scheduling any major project during that time. On the other hand, August is usually such a slow month that I’ll plan to use that time vacationing and working on more personal projects. What are the busiest times of year for you? When are you at your most productive? When do certain clients like to schedule their meetings? Your old planner contains all of this information and more.

I usually like to hold on to my old planner for a year before tossing it, but depending on your storage needs you may find you’re able to hold onto more planners for longer. (Just don’t fall into the trap of holding onto paper for the sake of it!) Not only can they be incredibly useful in identifying productive patterns, they can also provide a fun, nostalgic experience each time you flip through them. For some people, it may just look like an old agenda, but for people like me (and you!) it’s a way of remembering the past and planning for the future.

How long do you hold onto your old agendas for? Do you find this practice useful? Email me at keepingbusyb@gmail.com or comment below and let me know what you do with your old planners. For more organizational and productivity ideas, click here and here.

You, in Lists

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I am the Queen of Lists. (It’s not a self-proclaimed title either; just ask anyone who knows me.) I freaking love them. I have lists for just about everything and around this time of year I like to review them (especially if I’m doing a yearly review, which I highly recommend you do as well.)

What kind of lists am I talking about? I’m talking about the lists that make up you: the things you like and dislike, the things that you think about, the dreams that you have. You have to have at least some of those written down, don’t you?

Here are some of the things that you may or may not have lists about:

  • favourite books/books to read/favourite genres
  • music to try
  • places you’ve visited
  • places to go
  • foods to try/favourite foods/restaurants
  • bucket lists/goals for week, month, year, season, vacation or life
  • movies to watch/favourite movies/TV shows
  • favourite ways of coping with stress
  • rainy day list/wish list
  • ideas for parties/birthday gifts/Christmas gifts
  • favourite board games/card games/party games
  • ideas for garden/outdoor space/home
  • favorite drinks/drinks to try
  • packing lists
  • websites to check out
  • books/items that friends have borrowed
  • savings goals
  • fitness goals
  • beauty products/treatments to try

I keep all of my “me” lists in my planner so when I’m planning a shopping trip, organizing a movie night with friends or just deciding which book to read next I have the all close at hand. It makes my daily planning more personal and purpose-driven.

Looking to try this in your own life? Here’s some examples of some of the lists I have going now:

  • This is the time of year I like to review the list of all of the items I’ve borrowed off of friends over the year. (And by items I mean books. Check out what I’m catching up on this winter here.)
  • I don’t know anything about wine so I always consult my list of favourites before I go to the store; honestly, I draw a blank every time I get there.
  • A lot of conversations with friends these days involve TV shows they’ve been binge-watching on Netflix. I try to keep track of the titles mentioned so I always have something to watch instead of scrolling through the list of Netflix recommendations for an hour. (I think my next one is Vikings. What do you guys think?)

What are some of the lists that you keep about your likes and dislikes? Where do you store them? Are there any ideas for lists that I didn’t include here? Give me a shout below or let me know at keepingbusyb@gmail.com and I’ll add your list to my list of lists!

I’m always looking for the best ways to manage my time and workflow more effectively and efficiently. If you’re looking for more ways to increase your productivity as well, click here for more strategies that I’ve developed and researched and here for more ways to stay organized. For more ways to deal with your busy lifestyle, click here.

Stop Talking About What You Need to Do

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I normally love the holidays but personal circumstances left me feeling a little low this past season. I found myself getting irritated a lot more easily with the people around me and the tasks I had at hand. Like many people, I was feeling overwhelmed and stressed out until I realized, there was nothing left to do. I was all set for Christmas. The stress that I was feeling was coming from other people and I was taking it on as if it were my own.

In fact, when I think back to the month of December, every time I felt frustrated or panicky was when I was talking to my friends and family about all of the things that were on our to-do lists.

I love my friends and family, obviously, and I love helping them out but I realized that talking about all of the stuff that needed to get done wasn’t actually helping anyone out at all. Not only was I subconsciously taking on other people’s tasks as my own, but we weren’t even doing any of the things that we said we were going to do. We were just talking about it.

And sure, it feels good to talk things out and get a clear picture in your head of what needs to be done. Or maybe you find it helpful to get another opinion about your plan of attack. But the more we talked about what needed to be done, the more we talked about it, and the more we put it off. Strategies were formed, dissolved and discussed over and over again. It felt like we were being productive and we weren’t. We were wasting precious time and it was making us even more stressed out.

Even though I don’t make New Year’s resolutions (at least, ones that stick), this year I’m enforcing a new rule on my life: do the s#&! you say you’re going to do. Don’t talk about it; just do it. (Nike has been saying it for years, so it must be true, right?)

I mean, we can still talk. It’s good to check in with friends and family, or to ask for help, even if it’s just organizing your thoughts. But let’s multi-task, shall we? The more we get done, the less we’ll have to discuss, and then just maybe we can talk about something fun- or we could just brag about how 2019 is going to be the best year ever!

What are some of the things that you’ve been talking about forever that just never seem to get done? This is the year we’re going to do it! Tell us all about your plans below or email me at keepingbusyb@gmail.com and let me know how it’s going.

I’m always looking for the best ways to manage my time and workflow more effectively and efficiently. If you’re looking for more ways to increase your productivity as well, click here for more strategies that I’ve developed and researched and here for more ways to stay organized. For more ways to deal with your busy lifestyle, click here.

Do You Have 15 Minutes?

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As the days get shorter and the number of tasks on our to-do lists grows ever longer, it’s hard to figure out sometimes even what needs to be done, let alone how much time you need to complete these projects. I’m constantly trying to find ways to maximize the spare moments in time I manage to capture throughout my day. This week, I’m blogging about what to do when you only have a minimal amount of time.

Certain necessary tasks often get overlooked or delayed because we perceive them to be more difficult or longer than they actually are. For example, when was the last time you spent an hour going through your underwear drawer? (Although to be fair, if you have enough to fill a Victoria’s Secret store an hour might not be enough!) To avoid blowing things out of proportion, time yourself the next time you take on one of these tasks. If it takes more than fifteen minutes, it may mean you need to do it more often, or find a way to pick up the pace. Try setting an alarm on your phone. Having that deadline looming over you may be just the motivation you need to try and get the following things out of the way in fifteen minutes (or less!).

• Empty out a drawer and sort it out- any drawer! Junk drawers, sock drawers and underwear drawers are often the most overlooked.
• Reorganize a drawer that’s used often and has gotten a little bit out of hand. Examples may include your cutlery drawer, your desk drawer, or the drawer of your bedside table.
• Dust bookshelves.
• Purge and reorganize your medicine cabinet.
• Organize your cleaning supplies by refilling bottles, replenishing often used items and taking stock of what’s missing.
• Purge empty bottles, unused or unwanted toiletries
• Go through your bookshelves and purge outdated or unwanted reading materials
• Replace furniture pads on furniture
• Clean your coffeemaker and/or kettle
• Organize and purge craft supplies
• Clean out your gym bag
• Clean out your fridge/freezer or any other extra refrigeration units
• Drag your luggage (suitcases, duffel bags, etc.) outside to air out, or a well-ventilated room when the weather isn’t appropriate
• Spray purses/shoes/coats and other appropriate outdoor gear with spray protectant
• Shake out outdoor cushions and floor mats
• Dust and wipe down table lamps and sconces
• Dust and wipe down light fixtures and switch plates

Here’s to a more productive day!

I’m always looking for the best ways to manage my time and workflow more effectively and efficiently. If you’re looking for more ways to increase your productivity as well, click here for more strategies that I’ve developed and researched and here for more ways to stay organized. For more ways to deal with your busy lifestyle, click here.

How do you keep busy? Share your secrets with us by commenting below, or keep it between you and I by emailing keepingbusyb@gmail.com.

Do You Have 10 Minutes?

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As the days get shorter and the number of tasks on our to-do lists grows ever longer, it’s hard to figure out sometimes even what needs to be done, let alone how much time you need to complete these projects. I’m constantly trying to find ways to maximize the spare moments in time I manage to capture throughout my day. This week, I’m blogging about what to do when you only have a minimal amount of time.

Ten minutes of free time is a bigger deal than you think it is- in fact, some people swear by a scheduling method that involves setting aside an extra ten minutes for every hour block of time you schedule. Allowing yourself extra time after a meeting, phone call, or even an appointment with yourself can create extra time to check off your to-do lists, review your notes and prepare for the next task at hand. Bonus: if you find your meeting is running long or you run into unexpected complications with your work, you’ve got some extra time to play with. Here’s what else you can do if you only have 10 minutes.

When You’re at Home
• refill soap containers/replace soaps in bathroom and kitchen
• replace candles in sticks/holders/candelabras
• sort and take out your garbage/recycling/compost
• collect scattered children’s toys and put away
• clean your household mirrors (bathroom, bed, entryway)
• wipe down doorknobs (do this at your office too!)

When You’re at Work
• check your privacy settings, cookies, browser history on computer, laptop, or tablet and clean-up/modify as necessary
• clean out the nooks and crannies of your computer (and the rest of your electronics!) with compressed air
• test and purge all unwanted, broken or old office supplies
• sort mail; discard junk and make plans to deal with the rest

When You’re Just Looking for Something to Do
• sort through your coupons
• clean out your wallet
• clean out your purse or handbag

Here’s to a more productive day!

I’m always looking for the best ways to manage my time and workflow more effectively and efficiently. If you’re looking for more ways to increase your productivity as well, click here for more strategies that I’ve developed and researched and here for more ways to stay organized. For more ways to deal with your busy lifestyle, click here.

How do you keep busy? Share your secrets with us by commenting below, or keep it between you and I by emailing keepingbusyb@gmail.com.

Do You Have 5 Minutes?

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As the days get shorter and the number of tasks on our to-do lists grows ever longer, it’s hard to figure out sometimes even what needs to be done, let alone how much time you need to complete these projects. I’m constantly trying to find ways to maximize the spare moments in time I manage to capture throughout my day. This week, I’m blogging about what to do when you only have a minimal amount of time.

Five minutes of free time may not actually seem like a lot, and it’s certainly not enough to put on a calendar. But if you’re waiting around for your kettle to boil, or on hold on your phone, or even waiting for the bus, there’s still lots of things you can accomplish within that small time frame. Who knows? Filling those gaps that occur over the workday just might be the key to avoiding that long list of minor to-dos that never seem to get accomplished. Here’s what you can do with only 5 minutes.

When You’re at Home
• make your bed (I timed this one and believe me- it really only does take 5 minutes instead of the half hour I convince myself it will take every morning)
• deadhead a houseplant
• change out hand towels/dish towels/rags/sponges
• wipe down one surface (a counter, sink, dresser…you choose!)
• shake out doormat/throw rug

When You’re at Work
• dust laptop or computer keyboard
• consolidate the unused hangers in your closet
• wipe down your desk
• clean phone, tablet, or laptop cord

When You’re Out and About
• delete old photos or unused apps off of your phone
• check privacy settings on your favourite social app
• clean your phone screen
• check (and delete!) your junk mail

Here’s to a more productive day!

I’m always looking for the best ways to manage my time and workflow more effectively and efficiently. If you’re looking for more ways to increase your productivity as well, click here for more strategies that I’ve developed and researched and here for more ways to stay organized. For more ways to deal with your busy lifestyle, click here.

How do you keep busy? Share your secrets with us by commenting below, or keep it between you and I by emailing keepingbusyb@gmail.com.

Say No to Miserable Monday Mornings

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And I mean really say no. Say no to the tears, the tantrums, the frustration, the sinking feeling that the rest of your week is going to pan out in the same chaotic way. Just no.  You have to say no because your mood in the morning is going to reflect on your mood for the rest of your day. Say no because your bad mood is setting yourself up for failure.

Did you just catch what I wrote back there? Your mood in the morning is going to reflect on your mood for the rest of your day. So there is a way to turn things around if you want to avoid that downward spiral, even if your morning didn’t start off as smoothly as you’d hoped. (You can read more about how to cope with a late start here.) It’s just a matter of making some small adjustments to your morning routine. (If you don’t have a morning routine that might be part of the issue, which is why you should read this post here.)

I’m not a morning person either so trying to get back into the swing of things after the relaxation and freedom of the weekend is especially a challenge for me. However, since changing my alarm in the morning from a blaring alert to an upbeat song, I’ve found my mood improve dramatically from the moment I open my eyes. Giving up on the snooze button helped as well, as did my habit of setting myself multiple alarms. Now when I hear that song go off in the morning, I know it means business and I have no choice but to wake up. (Click here if bedtime is an issue for you too.)

Making bleary-eyed decisions stresses me out so I try to do as much as I can the night before to help my grumpy morning self: pack my bag, choose an outfit- anything that can help simplify my morning routine. Keeping things streamlined in my home doesn’t hurt either- I’ve made all of my accessories and toiletries easily accessible and I’ve been in the process of creating a drop zone to help me get out the door quickly. If you wake up and find your mind racing, you may want to include meditation, yoga, stretching, or journal-writing into your morning routine to clear your mind and get you motivated.

You also may want to consider what your schedule looks like Monday morning; I once had a client who took that time off to do his weekly review to get a clear picture of what the week ahead looked like. (In some ways it makes more sense than a Friday, no?)

More than anything, though, I’ve found that a change in my attitude has been key in making my mondays a little more manageable. I’ve tried to let go of the little things that used to freak me out (like having a bad hair day) and put things into perspective. At the end of the week, a lot of what I worried about Monday morning has already been accomplished. Why would I bum myself out about the things that I needed to get done before I actually had an opportunity to do them?

So when Monday morning comes around, I try to do myself a favor and take everything in stride: all my tasks will get done in a (probably) timely fashion by the end of the week, and all my little frustrations will (most likely) be gone by then as well. I changed my perspective, which changed my mood, and it kind of changed my Monday mornings. I hope it changes yours as well.

Do you have your own strategy for waking up Monday mornings? Tell us your secret to becoming a morning person- comment below or email me at keepingbusywithb@gmail.com and I may feature your advice in an upcoming article!

How to Pick the Perfect Planner

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kbb-perfect-planners

Ahhh, the beginning of a new year- time to reflect on all the successes and losses of the year gone by, and to plan for the months ahead. It’s bittersweet in a way, but I personally find it to be one of the more exciting times of the year.

Friends, it’s planner time. (Kind of like hammer time, except nerdier.)

If you’re anything like me, you’re probably excited too. Or maybe you’re wary of the whole planner system and are wondering whether it’s worth it to pick out a new one at all.

For those naysayers who claim they don’t need a calendar to keep track of their engagements, I say congratulations to you! I’m much better at committing something to memory if I record it somewhere, and although I’m generally good at remembering where I’m supposed to be at what time, I do have the occasional slip-up.

Consider this as well: your planner isn’t merely to serve as a reminder of all of your deadlines, important occasions and appointments. It’s also a great tool for prioritizing your workflow, and for forming a plan of attack for the weeks ahead of you.

Or maybe your reluctance to start a new planner this year stems from an inability to find a system that you can customize so that it best fits your needs.

Here are some common planner problems:

  1. Smartphones are just that: really smart, and there truly is an app for everything (and probably for some things I’ve never even thought of before.) But your smartphone is as only smart as the person using it, and if you’re finding it hard to keep track of appointments using the calendar function on your phone, it could be that you’re simply a pen and paper person. Just because a certain way of doing things is popular doesn’t mean it’s right for you.
  2. Having said that, you may want to consider the format carefully before committing–people whose days are packed with appointments may want to use a daily planner, while someone whose work involves taking care of more long-term projects may want to use a calendar with a monthly format to get a bird’s eye view of key events. For the electronic calendar users out there, you may wish to experiment with the view settings in your favorite app to get a feel for which one works best for you.
  3. Once you’ve chosen your favorite format, you have to make your planner’s features work for you. People who use a three-ring planner format often have the advantage of being able to include different sections they can use as resources to help plan their schedules (i.e., church calendars, volunteer schedules, school lunch menus, etc.) Make over a store-bought agenda or simple notebook by typing and printing out similar resources and information and pasting these sheets over the pages you don’t use. Many calendar apps also feature similar add-ons, such as reminder functions and the ability to sync appointments with the contacts in your phone. One last word of advice: Electronic users should not underestimate the usefulness of subscribing to other electronic calendars to co-ordinate anything from birthday parties to play dates with other family members and parents.
  4. Even though the ways to customize your agenda or planner may seem endless, it’s best not to go overboard. Any system that is overloaded with information is often too complicated to use, and you’ll spend half the time organizing the information you have instead of deciding what needs to be done with it. Paring your planner down to only the things you need hones your focus and clears your vision so you can actually get things accomplished. (And hopefully in a timely fashion!)
  5. It may seem simple, but if you don’t use it, your planner is not going to be useful to you. Keeping your planner up-to-date and referring to it often are key components in formulating a strategy for tackling your workload. If you have trouble doing these things, it means you probably haven’t chosen a system that works for you and your lifestyle (see 1-4).

KBwB-BFlower-50Are you excited to get your schedule on track for the new year as much as I am? Tell me some of the favorite ways you’ve organized your planner down below, or drop me a line at keepingbusyb@gmail.com. I may include your tips in an upcoming post!

For more inspiration on getting things more organized and productive, click here and here.

How to Do a Yearly Review

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KBB_notebook_and_coffee_cupA little while ago I published a blog post on the wisdom of the weekly review. It’s one of my favorite ways to get perspective on all the roles I juggle within my life, but what happens when we’ve lost sight of why we’re doing and what we’re doing? Where exactly are our paths taking us? What does it all mean?! (Hey, I never said this blog wasn’t deep.)

I got the idea for a Yearly Review from Chris Guillebeau (he’s not my friend or anything, I’ve just read a bunch of his stuff) as a way of taking one giant step back and looking at the lessons you’ve learned over the year- what you’ve accomplished, what didn’t work for you. As a workaholic, I love the idea of getting stuff done but it all becomes meaningless when you find yourself working for the sake of working instead of actually working towards something.

At the beginning of last year, I told my story about how bad I am at goal-setting and keeping New Year’s resolutions (for the full confession, click here). It was a brief but interesting experiment in pulling back and examining what I really wanted out of my life. Inspired by Guillebeau, I’ve decided to take it to the next level and force myself to look at all aspects of my life in the same way, not just reading.

Depending on the commitments and goals that you have in your personal and/or professional life, you may want to tailor this process to fit your own particular needs. There are no right or wrong answers, and there aren’t really any rules. What I do suggest is booking some quality time with yourself- grab a latté, listen to some great music and take a little trip down memory line. (It may be handy to have your agenda and a notebook for this process.)

What did you accomplish this year? What deadlines or goals did you meet? Which new habits did you adopt that worked for you? What did you say yes to? What surprised you? Which project makes you feel the most proud? The happiest? What did you enjoy? What got you the most excited?

The ebb and flow of life means we experience positives and negatives, ups and downs. I’m sure you’ve had your fair share of both this year. You’re not alone in this- we all have! But instead of looking at the past year with regret, we can use these less-than-perfect moments to remind ourselves of what we’ve learned and how we’ve grown. Don’t beat yourself up about it. Just be honest.

What was a challenge for you this year? Which habits or behaviors didn’t work for you? Which projects or goals did you walk away from? Which things did you say no to? What would you like to see less of? What more do you wish you were doing?

If you’re a daydreamer like me and keep a someday/maybe list (here’s how to make your own here) you may want to use this time to review and gauge what you’ve accomplished, what you’d like to work on, and which of your priorities have changed.

What would you like to work on? Where would you like to be? What do you wish you had tried? What do you dream about the most?

This is not necessarily about goal-setting (although it can be) or forming a plan of attack for the year ahead (although in some aspects it is). Instead, I’m looking at my Yearly Review as a way to check in with myself- not as a daughter, or a sister, or a blogger- but my own human being self, the one that has wishes and goals are dreams that exist in both my external and internal realities that are all my own. It’s my cue to stop working and start thinking about what I want (and continue to want) from my life. It can be difficult because you’re asking big questions that don’t always have easy answers. Am I happy? Am I satisfied? Am I fulfilled? How do I continue to give to myself and to others?

More than a workflow exercise, the Yearly Review is a great way to figure out who you are right now as a human being, of where you’ve been and where you’re going. Don’t think this is a static exercise either! We’re constantly changing, learning and growing as human beings. You may want to make this a bi-annual practice, or something you do at the end of each month to feel a little more grounded. In any case, I hope that you all have an opportunity to take the time to yourself to figure out what you really want out of life. I give you permission. You deserve it!

KBwB-BFlower-50Do you have a similar ritual at the end of the year? What are the things that you’re the most proud of? What do you hope to work on for next year? I want to get to know you better so leave your comments below or drop me a line at keepingbusyb@gmail.com and we can have a chat.

Stay tuned because tomorrow on the blog I’m going to be celebrating the year’s end by highlighting some of my own favorite moments from my 2016 Yearly Review. Hope to see you then!