The Hat Trick

Posted on January 9, 2020 by B

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.

Welcome to Your New Computer

Posted on January 6, 2020 by B

A little while ago I had to replace the hard drive in my computer and I thought I was going to have a nervous breakdown. Even though I wasn’t exactly starting from scratch (I backed up everything onto an external drive beforehand). it reminded me of how it felt to get a new computer and how exciting and overwhelming the set-up process can be.

If you got a new computer over the holidays, or are looking to do a major overhaul like mine in the future, you want to consider doing the following:

Check the box and make sure you have all of the parts and accessories you need. It’s rare that something is missing, but you’re better safe than sorry.
Make sure you know what you’re getting into. Is there someone or somewhere you can call if you need more information? What does your warranty cover and who is responsible for covering it (the store, the manufacturer, third-party insurance, etc.)?
Check for updates. Depending on how long your computer sat on a shelf in a warehouse, it could be missing crucial software or system updates that should be installed after you fire up that baby for the first time.
Install the programs that you want and uninstall those you don’t need. There’s no sense in wasting extra hard drive space on things you don’t use. (Consider grabbing an uninstalling app to help you with the process.)
Consider safety. Some computers will come with pre-installed security software but you may want to do your own research and take additional safety measures based on your own needs.
Plan your user experience. What would you like to see every time you turn on your computer? How would you like your computer to be used? What can do you do to enhance your workflow? This may involve playing around with your user settings, installing plug-ins on your favourite apps, saving passwords or creating accounts.
Last, but not least, back it up. Make sure you have a way of saving information from your computer in a way that is safe and yet easily accessible to you. (Otherwise you really will have a nervous breakdown.)

Setting up and getting used to a new computer takes time and energy, so make sure you give yourself enough time to play around with it until everything feels right. And hey, if something doesn’t work at first, you can always change it. The beauty of the personal computer is that it was designed to be customized. All the possibilities are there so that you, the user, can have an enjoyable and productive experience. Take them!

5 Truths for the Self-Employed

Posted on September 9, 2019 by B

When I transitioned from working full-time at an office to working for myself it was a bit of a shock. Even though I used to freelance many years ago, I still found myself stuck with certain beliefs that people have about the life of the self-employed. Here are some of the things that I had forgotten:

You have no free time. I think everyone has this vision for themselves: you get up a leisurely pace, linger over coffee and maybe squeeze in a couple of hours of light work before having time to visit with friends or pursue hobbies. Not so! Working for yourself means not having the luxury of leaving your work at the office. You’re on 24/7 which can mean early mornings and long nights.
But you still have to try to have a life. Just because you can work from home all of the time doesn’t mean you should. In fact, it may be harder to tear yourself away from your work when it’s there constantly in front of you. Sometimes I have to force myself to take breaks and I’m still trying to learn when to walk away from something when it’s “good enough”.
You’re responsible for everything. When you work for yourself you are your own boss but you’re also an accountant, an administrator and your own HR department. Even if you’re fortunate enough to be able to farm tasks out to others, you’re still responsible for a heck of a lot more than you normally would in a traditional office setting.
But you’re also responsible for everything else. Your real-life responsibilities are always going to be staring you in the face when you work from home. Chores, errands and other household tasks are going to have to be incorporated into your day somehow. (And if you’re wondering, yes I’ve responded to client emails between doing loads of laundry!)
It can get kind of lonely. Being stuck in front of a computer isn’t really conducive to being social. Plus, without any colleagues around as built-in coffee companions I can sometimes go a whole day without talking to a real, live person.

Running a small business is a challenge and it’s one that everyone seems to faced with these days as companies shrink, more employees take on side hustles, and more people work for themselves. As the owner of a small business, I’m always looking for ways to manage my professional life, which I write about here. I’ve also worked in several offices, so I share some of my workplace strategies here. Looking for ideas on how to market your business? I write about that too.

Do you have your own business? Tell us all about it and the ways you manage your professional life by commenting below or emailing keepingbusyb@gmail.com.

The Procrastination Solution

Posted on September 29, 2016 by B

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A little while back I wrote a piece for my blog about embracing your procrastination habit. Then I wrote a little bit about the reasons why we get into this habit in the first place.

I happen to think you’re halfway there to solving a problem if you can acknowledge that you have one, and the reasons why you do. The other half, of course, is figuring out a solution.

Changing the way we do our work and the environment in which we do it are both helpful ways to combat procrastination because they force us to examine the external realities in our lives and the ways in which they affect our productivity. Learning how to design our workflow to fit our schedules, eliminating distractions and interruptions and breaking down projects into smaller pieces can help to control these outside factors so they’re not controlling us.

But what about those moments where it’s just you: alone in a room at a desk, completely organized and distraction-free, trying to figure out how a whole hour went by and the page before you is still blank?

What if the real problem is you?

Look, some people thrive under pressure and that’s great. Maybe you’re under a lot of pressure too. It’s normal and (in some cases) necessary. But at the root of that pressure is the underlying feeling of fear. Maybe you’re not capable of getting the project done on time. Maybe you’re not capable of completing the project. Maybe you’re not capable of anything at all.

(You are, by the way. You’re awesome)

The fear, unfortunately, might always be there. We’re conditioned from an age to want to meet other people’s expectations, and the expectations we have of ourselves. But there are ways of tricking it so it no longer prevents us from getting things done.

For example, if you just can’t seem to get started on a project you may want to try hammering out a fast and sloppy version, just to get something down on paper. Give yourself a time limit and you’ll be surprised to see how fast the time actually goes.

Giving yourself time limits on difficult tasks as well can help you from feeling overwhelmed by a project’s breadth or scope. Or you may want to try things a little backwards and select a smaller, or easier project-related task to get the ball going.

If you’re procrastinating on finishing a project that’s particularly long and arduous it’s a good idea to give yourself some breathing space to focus on why you’re really working on that project in the first place. It’s easy to feel like the end is nowhere in sight, but reminding yourself of your past successes can give you the confidence you need to complete the task at hand.

And combating procrastination is a task and a half!

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I procrastinated on writing this post so don’t make the same mistake that I did when commenting below or writing me at keepingbusyb@gmail.com. I always love to hear from you, and I’d love to hear more about what’s helped you with your procrastination habit.

If you like what you read, I’m serving up two other pieces of the procrastination pie here and here. Want more ways to get your workflow organized? Feast your eyes on these posts here and here.

Maximum Productivity

Posted on July 27, 2016 by B

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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!

How to Make Up For Lost Time

Posted on March 14, 2016 by B

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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-50 Want 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.

What is a Project Anyway?

Posted on February 24, 2016 by B

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Remember how when we were younger we had to do science projects? I don’t know what they looked like in your school, but in my elementary school each student was expected to submit a project to the school-wide science fair. Every year like clockwork we would line up in the office to collect our white cardboard presentation boards and then we had two weeks to complete a science project- in whichever way we chose to interpret the task. The only requirement was that we had to use the presentation board.

Looking back on it, I loved how we as students had the freedom to explore our own interests and develop a project based on skills that were unique to us. Some kids loved building models of planes, or making exploding rockets because they loved the hands-on experience of creating. I remember working on a colorful project about how rainbows are created, and how light controls the way we see color. Tell me you’re not surprised.

The problem with such a free-form assignment is that it skews your perception of what a project actually is. I used to feel that as long as I was able to give a specific name to a job ( like designing a brochure for my sister), it wasn’t actually a project, it was more like a to-do. What I didn’t realize was that the term “project” didn’t always have to describe some giant, long-term, complicated task like the science projects we used to do in elementary school. Even a job that might appear small or uncomplicated, like baking a cake for your boss’ birthday, is actually a multi-step process that involves things like choosing a recipe, buying ingredients, and cleaning the kitchen- all before you’ve even started to measure out your ingredients. That’s a project too.

I’m not trying to ruin your life by pointing out that simple tasks might actually take more than one step in order to be completed. What I do encourage is adopting the science fair approach, and keeping an open mind when it comes to defining a project. Any action that requires more than one step, more than one person, or more than one resource is a project, no matter how big or small. It’s up to you, however, to interpret how you carry it out, whether it be erupting volcanoes or coloring rainbows.

KBwB-BFlower-50 I’d love to hear more about what a project means to you. Comment below or drop me a line at keepingbusyb@gmail.com. Maybe we can trade science fair project ideas. For more tips on managing your workflow, click here.

Not going to lie- I was greatly influenced by David Allen and his GTD methodology when writing this post. I don’t know him at all, but I admire his work, and my thoughts about it are totally my own. For more on what he does, click here. If you’re interested, stay tuned to the blog tomorrow when I’ll be talking about his greatest influence on my workflow! See you then. 🙂

More Thoughts on Procrastination

Posted on November 3, 2015 by B

A little while back I wrote about some of the ways in which procrastination is a healthy device that allows us a little more insight as to how we work, why we work the way we do and some of the ways we an embrace procrastination as a natural part of the workflow process. Intrigued? Don’t wait until later to read it. (You can find it here.)

As much as I believe in the potential for procrastination as a useful tool to work smarter instead of harder, there is a fine line between embracing the practice and being overwhelmed by it. When a procrastination habit becomes harmful, it’s probably time to reconsider the reasons behind it and develop new strategies to make sure we meet our deadlines on time, while still on our terms.

There’s no scientific method to my strategy to combat procrastination, but the solutions I’ve found seem to fall into three categories.

Determining the Problem

A doctor can provide relief for certain symptoms; however, he or she cannot treat you until the root cause of the illness has been determined. In a similar fashion, until you determine why it is that you’re procrastinating on a certain task you cannot begin to find a true solution to your bad habit. You’re simply putting a band-aid over the problem. Do some real soul-searching to try and figure out why you’re doing this to yourself.

Are you suffering from a lack of motivation? Set goals, determine rewards and build patterns into your daily life that help you work towards the completion of your project.

Having trouble keeping focus? Shorten the blocks of time you plan to focus on a certain task. More often than not even committing to just ten minutes of performing a certain task can encourage us to focus on it longer. Still not working? Take notes on your energy levels and amount of focus throughout your day and adjust your schedule accordingly. Try saving the more difficult or complicated tasks that require the most of your attention during the times when your alertness is at its peak.

Deleting the Unnecessary

Often our schedules are overflowing with multiple commitments, social engagements and various other personal and professional activities. It’s easy to procrastinate when feeling overwhelmed or stressed so when yourself letting important things slide because of an overcrowded schedule, it may be time to decide what activities and commitments to delete. Can you get by on less shift at your part-time job? Can you get away with dropping an elective? Any commitments, whether they be personal, professional or academic should be dropped if they become toxic, harmful, unreasonably demanding, unnecessarily involved, not enjoyable, or unhelpful towards your goals. If certain tasks are getting out of hand, see how much work you are able to delegate to colleagues, co-workers and friends, even if the arrangement is only temporary. We all need breathing space.

Discipline thyself.

It’s easy to lose focus when there’s no focus to your schedule or work. Blocking off chunks of time and forcing yourself to commit that time to working on certain tasks may be the actual motivation to get things done. If work is ill-defined or poorly organized, it can be off-putting to try and follow a task through to completion, and sometimes even possible to start. Evaluating energy levels, eliminating distractions, and creating environments conducive to our own unique productivity needs are all great ways to enjoy work more, and dare I say make it easier?

If procrastination is a sickness then it’s one we all suffer from, but hopefully by gaining an understanding as to why we do it, we can gain more insight as how to prevent it but for now, hopefully we’ve found our prescription.

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Have you been procrastinating on commenting on this blog? Putting it off can be bad for you and your health. Share your strategies on how you got your life back on schedule by commenting below. Still too shy? I’ll keep your thoughts a secret if you send them to be at keepingbusyb@gmail.com.

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