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procrastination, procrastinating, time-wasters, scheduling tasks, getting things done

Top 10 Tips to Beat Procrastination (Part 1 of 3)

By Blog, Business Organizing, Free Articles, Home Office Organization, Home Organizing, IABO Weekly News, Quick Organizing Tips, Resources, Time Management No Comments

As I’m writing this article the stopwatch on my iPhone is set for 30 minutes to complete this article.  Then I’ll take a 5 minute break, come back and set the stopwatch for another 30 minutes to upload on my blog, send to my S.O.S. Newsletter community and post this to my social media.  I have  allowed myself an extra 30 minutes for editing and troubleshooting in case any technical issues come up.  So that’s a total of 1.5 hours from beginning to end to complete this task.  Oh and before I even started this article, I posted on Facebook that this article was coming in a few hours.  So, talk about beating procrastination!

 What is Procrastination?

According to Wikipedia, procrastination is ”the practice of carrying out less urgent tasks in preference to more urgent ones, or doing more pleasurable things in place of less pleasurable ones, and thus putting off impending tasks to a later time.”

Yes, I see how procrastination as crept into my day on certain tasks because it’s a lot more fun to do the pleasurable tasks.  Can you relate to this?  I’m sure I’m not alone.

Missing opportunities, being late for work, class, meetings or other appointments creates undo stress, overwhelm, guilt and often times resentment from those who were waiting for us and these are just some of the symptoms.  And what about the physical and mental impact this has on our body and mind.

How about all the times you said you would do something for someone else?  Or all the times you promised yourself that you would take time to go for a walk, exercise, eat healthier meals and take time for yourself.

So What Are You Procrastinating On?

I’ll share with you one task I procrastinated on for years.  The night before my bookkeeper would come to my office, I’d be stressed, frustrated and up till 2:00am and then get up early the next morning to finish the task.  When I first started my business it was growing fast and I didn’t have all my business systems in place.  Plus, I didn’t know what I needed to have in place.  For years I made the mistake of scheduling in my calendar “Get ready for Bookkeeper” and proceeded to procrastinate.  Hmmm…I wonder why?

Well, I don’t like the task and its low on my priority list, but it’s a necessity as a business owner and I don’t like the penalties and late fees if I’m late on my reporting.  One day I said enough stress and last minute drama and I opened up a calendar event in Gmail and proceeded to write down all the tasks involved in “Get ready for Bookkeeper.”  Wow, there were a lot of tasks and it always took a lot longer to do than I had scheduled for.

One of the tasks in preparing for the meeting with my bookkeeper was to print off receipts from all my online services so she could match them up to my credit card statement, merchant account and bank statement.  In Canada, it’s a requirement to have printed receipts and this is such a time consuming task.  So, I bookmarked all the login pages and created a folder on my browser toolbar called “Finance” and a sub folder called “Month End”.  I also typed out all the tasks in my Gmail appointment and made it recurring once a month.

Do you know how much time that has saved me over the years and it can be totally delegated.  Stress levels are reduced significantly whenever I see the task in my Calendar now and there are only a few tasks that I need to do and the rest are delegated.  When I see the task “Month End – Prepare for Bookkeeper” I simply open up the task and all the next action steps are planned out and a click away.

Tip #1 – Your Calendar is Your Stress Reducer

Your calendar is your stress reducer and a place to get things out of your head and onto paper or into your electronic calendar.  Take it a step further and write in the amount of time you think the task will take.  Than double the time and schedule a more realistic time-frame into your calendar.  Refer to your calendar often to see what the next step is.

Tip #2 – Get Clear on the Next Step

Often times, we procrastinate on a task or big project because we are unclear about what the next action step is.  You’ve heard the saying “you can’t eat an elephant in one bit.”  Well the same is true for getting things done whether it’s a small task or a big project.  If you are procrastinating on a getting something done, take a time out, and write out all the tasks that are required to get that task or project to completion.

Many times when we have a task in our calendar like “go to gym,” organize garage,” “launch new product,” “return phone call,” or “get taxes to accountant” there are probably several tasks inside the task that need to be done first.  Get clear on the next step and schedule each task with the appropriate amount of time.

Tip #2 – Delegate or Streamline Unpleasant Tasks

Sometimes it’s just not a pleasant task to do and you simply don’t want to do it.  We can come up with all kinds of reasons to procrastinate on the task.  When all you need to do is ask yourself “What is the next action step?”  When you are clear on the next steps that is what you schedule into your calendar.  When you look at your calendar it’s easier to see yourself actually completing the task at the specified time and less chance of procrastinating.

Create a recurring appointment in your calendar and list all the tasks inside the appointment.  Include any links to documents, websites and resources that you may need to complete the task.  Set yourself up to succeed at completing the task.

Tip #4 – Build in Accountability

Setting boundaries, building in accountability and creating realistic time frames is a great first step to set you up for success, change a habit and beat procrastination.

Action Required: What will you do today to set yourself up for success and beat procrastination?  Leave your comments below.

In part two, we’ll discuss other topics like perfectionism which is a big and a huge time-waster that steels away our time.  Stay tuned next week.

Does a Messy Desk Make You More Productive?

By Blog, Business Organizing, Closet Organizing, Free Articles, Home Office Organization, Home Organizing, IABO Weekly News, Inspiration, Organizing Paper Files No Comments

messy deskWell, the verdict is still out on this one and I’m not sure that having piles of paper and stacks of stuff around makes you more productive.  I know for me, that a clean desk is a calm mind and I’m less distracted and more focused on the task at hand.  But on the other hand, if a messy desk can lead to make employees more productive, than maybe there is a lesson to be learned here.  So I stuck my neck out on this one, held my breath and waited for your response.

What’s your threshold for clutter?

For the past 25 years, I’ve worked with 1000’s of business owners, executives and employees who range from being very creative, spontaneous, most things last-minute to clean desk, highly organized and looking for ways to improve their systems even more (they don’t like to waste time).  What I know to be true is everyone has a different threshold and tolerance for the amount of clutter and chaos they allow to pile up on their desk, in their homes, and in their life.  When they hit the breaking point, they call me for help.

Cookie-cutter solutions don’t stick

Another lesson I’ve learned as a Productivity and Organizing Consultant is there’s no one-size fits-all solution to organization and time management.  That’s the reason all my products, programs and hands-on services are personalized to the way you think, function, and use your environment.  I will share several ways to organize something and you decide what works best for you and then personalize it.  No cookie-cutter solutions here!

It’s about the journey

The truth is, organizing is also a journey (which we really don’t like to hear) and in the process we all learn about ourselves, our habits, our choices, and we grow as a person expanding our skill base and knowledge.  It’s our choices that determine our reality.  Let’s be realistic here, the piles didn’t magically happen overnight, and they won’t magically disappear by the wave of a magic wand.  As much as I’d like to wave a magic wand and make all the piles and chaos go away, keeping your desk clean of stacks and piles takes daily maintenance.  Just like your clothes won’t magically pick themselves up off the floor and hang themselves on hangers in your closet, or the dishes in the sink won’t wash themselves.  The same is true with getting and staying organized, and achieving your dreams and goals – it’s about choices and taking action.

Also, there are foundational best practices and systems that need to be in place to effectively run a business or household, otherwise you’ll be:

  • Wasting precious and valuable time looking for things
  • Losing money on missed opportunities and duplicate purchases, and
  • More than likely, unfocused and not as productive as you could be

Time-tested Productivity and Organizing Solutions

Before I recommend any products, systems and processes, apps, software or referrals, I personally test and use everything myself.  For software, apps and all things technical, it must pass the strict scrutiny of my technical team.  After it’s passed all our tests on ease of use, functionality, durability, esthetics and so on, then we share the productivity tools and organizing systems with you.  We take our job seriously because we know that you put your trust in us and our recommendations.

So when I read this interesting article written by Rob Waugh “Messy desks in the office can actually lead employees to think more clearly, say researchers” my thought was to put this research to the test myself and get your feedback.  Even though there was some hesitation on my part at first to share this article, I thought who better to provide feedback than my clients, customers, and followers.

The comments came back on my Facebook Page that a clean desk is preferred to be more productive and confirms what I’ve been training and implementing over the past decade.    The reason I started my business back in 2001, was I realized not everyone has the natural organizing skills that I was born with and I’ve learned how to pass those skills onto others.  So, my purpose in life is to serve others with my gift of organization, to be fully alive and present, to love and appreciate others and to learn and share my gifts, so that I inspire others to live more fully and make a greater difference today.   I’ve seen the results of helping a mother who’s very creative, frantic, anxious and always last-minute learn organizing skills to calm the chaos in her personal life, household and family.  Then pass on the organizing skills to her kids.  It’s life-changing on so many levels.  And, as a result of getting her life and home organized, it gave her the freedom to live her purpose and make a huge impact in the world today!

What’s your preference? Messy Desk or Clean?

If a messy desk and piles of stuff works for you, then that’s ok, we’ll set up systems that work for you and purge a little in the process.  If a clean desk and a clear and focused mind is what you want, then we’ll close the gaps and create systems that work for you too.  Either way, it’s all about you and how you want to use your time, space and life to make a greater difference in the world.

On a personal note, thank you allowing me to share my passions and gifts with you.  I truly want the best for you and your families.  Now it’s your turn to post your comments below.

Do you prefer a messy or clean desk?  How does clutter impact you personally, professionally, physically and/or psychologically?  Would love to hear your comments on this.  Post your comments below this article. 

Read more:

SPEAK To Transform with Good Communication Skills

By Announcements, Blog, Business Organizing, Events, IABO Weekly News No Comments

2-Day FREE Virtual Course

Learn Good Communication Skills for Your Business

 

good communication skillsMy friend Lisa Vanderkwaak, Speaking Coach and President of REAL U Institute is putting on this amazing virtual event and I’m one of the speakers!

Did you know that event organizers are desperately looking for women speakers but can’t find ones that have good communication skills as their male counterparts?  This was shocking what Lisa discovered is that each of the skills organizers are looking for in women speakers are actually LEARNABLE SKILLS. That means no one is exempt, if you are coachable.  Investing in your communication skills will give you a huge return (ROI) both personally and professionally.

Research shows that employers will usually hire the person with good communication skills if there is a competition between two applicants of similar credentials.If you or someone you know have ever dreamed of speaking on a stage but don’t feel you have what it takes then this Course is just for you!!!   Lisa passionate about equipping women to regain their voiceuncover their unique message and step out of their comfort zone and onto the stage waiting for them.  Whether you are a man or a woman you can greatly benefit from this amazing opportunity!

Lisa has gathered together a select group of international speakers to equip you during a FREE 2 Day Virtual Course called “SPEAK To Transform™”. By joining this course you will take away valuable nuggets as you learn from each speaker’s struggles, learn tools to overcome obstacles and pick up keys to develop the good communication skills to be an effective speaker.  I can hardly believe it myself but  YES!!! You read it correctly –  this course is  FREE!!!!

Wow! I wish I had something like this to join when I first started speaking!!  If you are ready to learn success secrets of effective speakers who will share their secrets to good communication skills,   access tips, tool and lots of free gifts then simply click on this link; SPEAK toTransform and register so we can send you the details. Each speaker will have a special bonus give away on the day of their scheduled interview, so your speaking toolbox is going to get real full!

Check out the speakers here and reserve your spot to join us:
www.SpeaktoTransform.com

What a great way to start off your summer- equipped and ready to sharpen your speaking skills as you prepare to step onto the stage waiting for you!Don’t forget to share the link with your friends… 

This is too good to keep to yourself, good communication skills benefit everyone!

Cheers,

Sherry

P.S. I forgot to tell you – even if you can’t make it on the days of the Virtual Speaking Course, register anyway so we can send you an audio recording and you can listen later AND so you can collect all the FREE Gifts!