Tag Archives: to-do lists

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.

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.

Maximum Productivity

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Here it is: a quick and dirty list of some of the ways in which I have found that I have achieved “maximum productivity”. It’s a state that some people tease me sounds a lot like “maximum overdrive” and in a way it kind of is- I love the feeling of looking up from my desk and seeing that the time has flown by while I’ve been absorbed by a project. Even better is the feeling you get from looking at a to-do list with all its items completed. At least, that’s my idea of a good time. Here’s how I’ve accomplished it.

I have this natural talent for taking on big, complicated projects so I’ve learned that breaking down these behemoths into smaller tasks has done wonders for my productivity, my self-esteem and my procrastination habit. I’ve got tips on how to do this here.

I tend to get easily distracted, so establishing a quiet time for myself with no phone or internet access was a key factor in helping me control my workflow. Sometimes I love this silence so much that it’s tempting to do nothing at all, but it’s still a great way of forcing myself to stay productive. I borrowed the idea from personal organizing guru Julie Morgenstern, whose books I chat about here.

I mentioned briefly in this post about procrastination about how adapting your workflow to coordinate with your energy cycles throughout the day can help prevent putting things off. It took me a lot of time to figure out when I was at my best and it took longer still to assign which tasks to which times of day, but in the end it was worth it because it made a big difference. Those of you who work from home or in another flexible work environment should definitely give it a try.

Incidentally, this practice has also helped me to have a better handle on what my threshold of concentration is, so I know ahead of time to anticipate breaks or shifts in workflow and schedule them accordingly.

Of course, it can become pretty difficult to complete a task (not to mention inefficient) if you’re constantly ill-prepared, are unable to access supplies, or are forcing yourself to work in an environment that’s counter-productive. I’ve got a list of basic needs for any great office here.

And the simplest, dirtiest trick that I could give you? Time yourself on how long it takes to really complete a task, and schedule yourself that exact amount of time to complete it. There are so many things that we put off or ignore because we overestimate the amount of time it will take us, and if you set aside an hour to do something that would normally take you five minutes, you better believe it’s going to take that full hour.

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Ready, set, go! I want to hear about all the things that make you productive and I want to hear them now! Comment below or write to me at keepingbusyb@gmail.com.

And if you still feel like you’re lacking in productivity smarts, I suggest you visit this page immediately! Even if you’re a super-organized professional like myself (mostly), you may still find some good tips and tricks. Productivity is one of the many things that I love to write about!

Someday/Maybe

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I talk a lot about the business of keeping busy on my blog (hey, the word busy is even in the title) but once in awhile you deserve a time out. I’m here today to give you permission to do just that. After all, what is the point in figuring out the most productive way to get things done if you’re not using that free time to cultivate fun and actually live your life.

If you feel that some excitement has been missing from your life lately, you need to create a Someday/Maybe list, like immediately. The idea is not an original one- David Allen introduces this concept in his book Getting Things Done (which I reviewed here)- and uses the Someday/Maybe list as a place to capture future projects and business goals.

I took his idea one step further and created a Someday/Maybe list of all of the things I want to do, and learn, and explore throughout my life. Sure, some of these hopes may seem unrealistic. I might not even get around to them in this lifetime. But it’s still fun to dream.

What’s on your someday/maybe list? Here’s a list of some of the things that you may (or may not) wish to include:

  • books that you’d like to read; movies and TV shows to watch; new music you’d like to listen to;
  • hobbies that you’d like to try; hobbies you’d like to improve; abandoned hobbies that you’d like to take up again;
  • restaurants/food/recipes that you’d like to try;
  • shows, festivals and exhibits that you’d like to attend;
  • degrees, certificates, or certifications you’d like to earn; seminars, courses or workshops you’d like to attend;
  • new languages or skills you’d like to learn or improve
  • vacation destinations- complete with people to visit, things to do and places to stay.

I keep a copy of my Someday/Maybe list in my Command Central binder to refer back to and revise every so often. It serves as a great reminder as to why I do what I do in the first place and those days when things get a little too hectic it feels so refreshing to take a moment to read it, and dream. On paper, your life has no limits. It’s a beautiful and freeing thing.

KBwB-BFlower-50What’s on your Someday/Maybe list? I’m dying to know. Maybe we have something in common! Share your thoughts below or keep them between us by sending them to keepingbusywithb@gmail.com. Your dreams are safe with me!

Wanna take a little peek into what’s on my Someday/Maybe list? Check out my Goodreads profile for my ever-growing list of books that I want to read (which is basically, like, all the books.) I’m also a little bit of a Pinterest junkie. You can see what’s been catching my eye on one of my numerous inspiration boards here.

How to Get Out the Door in the Morning and Feel Good About Your Day!

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Mornings are not my friend. From the moment my eyelids flutter open, I’m calculating the number of steps it will take until the first sip of coffee passes my lips. (Yes, I realize that this qualifies as a caffeine addiction.) But the bed is so warm, and my dog is so cuddly, and yes, I realize I’m full of excuses about why mornings suck but I’m here to tell you that it really is possible to get out the door and feel good about your day. If I can do it, you can too!

First of all, the real key to making over your morning routine is to be realistic about the amount of time you need in order to get ready. I don’t care if that means timing yourself from the moment you get out of bed to the moment you walk into work. If you don’t plan ahead and allow yourself enough time you’ll never get out the door feeling relaxed and good about your day.

If you’re super organized like I pretend to be then your awesome organizational skills will also save you time during that morning rush. Making sure that the bathroom is fully stocked with toiletries and having an ample supply of fresh socks, underwear and pantyhose at hand can make getting ready more of a pleasure and less of a chore. If you depend on public transit to get to work, it’s always a good idea to stash your bus pass/tokens/tickets or an arsenal of change for fare in a place that’s convenient and ideally on your way out the door. For those who drive, a car that’s stocked and ready with emergency supplies can be a lifesaver for those days when you’re rushing, and a full tank of gas and pre-programmed GPS can contribute to a smoother commute.

For those who aren’t morning people, consider ways in which you might save time in the morning by switching tasks to your evening routine. I usually check the weather the night before to plan my outfit in advance, and prep my coffee and breakfast dishes so I don’t have to stumble around blindly to find them in the morning. People who find themselves rushing and skipping breakfast may want to keep an arsenal of nutritious snacks or meals on hand that are easy to grab to take with you. Those who find themselves really struggling in the mornings may wish to reconsider their morning routine altogether by showering at night before bed instead of first thing the next day.

Even if you are a morning person, I’ve always believed in packing your bag the night before. If you have multiple jobs or divide your time among multiple clients, you may want to keep a checklist nearby of the materials required for each job to make packing easier.

And if you’re super, super smart you’ll have somewhat of an emergency kit stashed away in your desk at work, in the trunk of your car, or on a shelf of your mudroom so you can grab it as you go out the door. Think of it as your terrible morning toolbox. I’ve got one that I keep in a toiletry bag at work that has feminine products, an extra pair of the disposable contacts that I wear, bobby pins and hair elastics, breath mints, lip balm, hand lotion and a granola bar in case I hit an energy slump.

They’re no substitute for an espresso but hopefully by implementing at least one of these ideas into your morning routine, it’ll give you the injection of energy needed to get out your door and feel good about your day, no caffeine needed.

KBwB-BFlower-50Have you adapted one of these ideas into your morning routine? Is there anything that I’ve missed that you think I should try? Tell me your secrets at keepingbusywithb@gmail.com or share with the rest of us by commenting below.

Looking for other ways to jazz up your routine? I’ve got advice on how to start here, how to break down big projects here, and how to change up how you do your errands here.

How to Make Up For Lost Time

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Life happens. Interruptions occur. Things get in the way. Despite our best intentions, most of us have had to deal with backlog in one way or another, but once you have a case of backlog it can start spreading like the plague. The more time you spend trying to catch up on the work that you’ve missed means you’re missing out on even more new work coming your way or worse; you’re so caught up with tasks that need your constant attention that you let your older projects slide until it becomes a bigger problem- you miss a deadline, you let down a colleague, or even lose a client.

The key to dealing with any kind of back log is to figure out a way to deal with your workload as efficiently as possible without getting overwhelmed.

At the beginning of any project, I recommend writing down all the tasks that are involved. The same can be applied to your backlog. Make a list of all your projects that are on your plate.

Working on a project is fruitless if you do not have all the materials or information needed for its completion. Organize all the necessary paperwork, gather your materials, and contact those involved for any additional information you don’t have. It’s better to know exactly what you’re dealing with then discover you’re missing a crucial piece of the puzzle while in the middle of a project. If you’re waiting for other people to get back to you on something, accept that this task is temporarily out of your hands and focus on the things that only you control.

Now that you have a better picture of the things you need to work on, prioritize what you need to work on based on urgency. Is a project or colleague at risk if you don’t deliver something on time? Have you made a commitment to something you cannot back out of? Are you responsible for another person’s health, safety or well-being? All of these tasks need your attention first.

Next, see what you can juggle.  Are there tasks that you can delegate to others, such as personal assistants, subordinates, caregivers or secretaries? Is there a co-worker who can pick up that shift or take on that extra work for you? If there’s anything on your list that no longer holds your interest, has no direct benefit to you personally or professionally, or is a commitment that is bigger than you are willing and/or able to take on, consider deleting it.

Finally, decide what you can put off. This is officially your back-log and can only be processed once your other, more urgent tasks are completed. Even if it still seems enormous, you can forge ahead with the confidence that the most important aspects of your life are under control.

Like any other large project, it’s always best to break it down into small chunks. Try breaking down tasks based on category, or action (like “Meeting Notes to Type” or “Reports to Review”). Make room in your schedule for dedicated back-log processing time, paying attention to energy levels throughout the day. If you find yourself procrastinating, make your processing time a special date with yourself and take your work to a coffee shop, or reward yourself with a small gift or special treat. If you’re having trouble finding the time, try and find hidden chunks of time in your schedule to catch up on reading or other easily portable tasks, such as commuting or waiting for a flight.

Making up for lost time and getting down to dealing with your backlog is a task that’s often overwhelming, but it doesn’t have to be. Remember I did it, and I was the girl who was accused of running a law firm out of her tiny apartment. I shudder to think about the months I spent dealing with all of that backlog, but the sheer amount of space I gained (and the peace of mind it gave me) was well worth the battle.

KBwB-BFlower-50Want more advice on how to deal with workflow? I make it my life’s work to figure out other people work. I share all my ideas on productivity, scheduling and organizing all in the Busy section of my blog.

Do you need to catch up on your clutter? Find out all about how I purged my apartment here, and all the papers I would not recommend getting rid of here. Cleaning out your closet? I did that too.

Still having trouble breaking down your enormous to-do list? Read my suggestions on how to best tackle it here. Or read this post to find out how I re-organized my to-do lists so I could actually get things done.

 

Book Review: David Allen and the Weekly Review

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It took me a few years and a couple of re-reads of David Allen’s Getting Things Done before I finally started to appreciate why his “GTD” methodology has become so popular. (If you’re not familiar with it, you can take a gander at it here, but don’t worry- I won’t get into it too much for this post.) As much as I love productivity and organizing, I couldn’t wrap my head around it. Sure, it seemed like a great way to get a grip on everything that was going on in your head, but how could tracking all of those tasks possibly help my workflow?

Actually, it helps a lot. I realized the majority of my time was spent in crisis mode, approaching each project with the grace of a bull in a china shop because it needed to get done, like, yesterday. Long-term projects fell by the wayside because they required too many steps, and appeared insurmountable when lumped in with other tasks on my to-do list, like “get milk”.

Other than teaching me that projects like “design client’s blog” do not belong on the same list as “mail birthday card”, adopting (some) aspects of the GTD methodology in my life has allowed me to improve my workflow by breaking down larger tasks into their most basic parts so that I can better prioritize projects and strategically choose how much time I spend working on them.

One of the best things that has helped me is adopting the practice of a “Weekly Review” even though I avoided it for ages. Putting aside a chunk of time every week seemed selfish and unproductive. I convinced myself that planning work wasn’t actually the same as working.

But it kind of is. One day when I felt like I was finally about to lose my mind, I tried a Weekly Review in a last-ditch attempt to control the swirl of thoughts in my head. Taking a moment to take a step back and take inventory of upcoming projects, meetings, and appointments was like a ray on sunshine on a cloudy day. It gave me clarity and focus where I had previously lacked. In fact, it was such a great experience that I did it the next week, and the next week, and the next.

I’m not perfect; I don’t do a Weekly Review religiously (read: weekly). When I do manage to do sit down and do one, I try to make it seem less like a chore by grabbing a great cup of coffee and putting on some of my favorite music. I mute my phone, grab all of my supplies and give myself an hour or two of pure planning bliss. For me this involves updating all of my to-do lists, planning my schedule for the week ahead, syncing my devices and coordinating all of my calendars. Depending on my time commitment and energy level I use the time to brainstorm future projects, or process notes.

Instead of keeping the practice rigid I try to tailor each weekly review to whatever my current needs are, both personally and professionally. In that way I’ve become to think of it more like a date with myself and so far the relationship is going well- I like to think of the Weekly Review as a way to be kind to my future self so she has some direction to her days and is better equipped to deal with real-life interruptions and crises as they come up.

If you’ve ever found yourself staring down at your desk at the end of the day with no recollection of what you’ve actually accomplished, a Weekly Review is for you. If you feel constantly interrupted, the Weekly Review is for you. Are you the most super-organized person in the world with the prettiest, most colorful agenda ever (like myself)? The Weekly Review is still for you. Use the time and give yourself permission to dream, and plan, and work towards your goals. It’s one of the nicest things you can do for yourself.

And this kind of date is totally free.

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Psst- wanna see which books have previously graced my bookshelves? Click here. Want even more fun reading recommendations? I’ve got some for you here. Don’t forget to find me on Goodreads so we can snoop each other’s bookshelves and dish about our favourites.

Wanna know more about the GTD methodology? Getting Things Done is the book I revisit the most frequently, but you also may want to check out Ready for Anything and Making It All Work. Let me know which is your favorite. Happy reading!