Get on Your Mark, Get Set to Use Short Cuts!

Last time, our Project/IT Coordinator, Maarten Cappaert, showed us some helpful tips and short cuts to get more targeted search results when searching the internet for information. This time, he shows us some other neat things that you didn’t you know you could do with Google!

• Set timer for 10 minutes. This turns google into a countdown clock, complete with audio alerts when the set time is over. This is a great tool to keep control of your time. Set it to any time you want in hours, minutes, seconds.
  
• Stock Ticker. Turn Google into a stock ticker just by entering any stock code. Want to keep track of Apple? Just type AAPL and hit search.
• Tracking Numbers. No need to go to the package delivery service’s website to look for a tracking tool buried somewhere on their website. Just enter the Tracking number in Google for instant results.
• Google Recipes. Did you know Google has a sub-site, dedicated to recipe search? You can even specify a calorie count, exclude or include specific ingredients, or tell it how much time you wanna spend cooking. Try it here

• Dictionary. Google define followed by any word you need the definition for without having to consult a dictionary.
  

• Calculations. Use Google as your calculator, it even solves graphic equations. Here’s a full list of what it can do!

• Unit conversions. Always wonder how many miles are in one light-year? Ask google 1 light-year to miles to know the answer. If you are not the captain of the USS Enterprise it works for temperatures, weights and more earthly distances too!

• Sports. Big sports fan? Just type the name of your favorite team to see a schedule, game scores and more.

If you also read Maarten’s tips in part one, you should be a genuine internet wizz and have some new tricks up your sleeve to optimize your time management skills!

Still learning,

Honey

Six Simple Solutions to Saving Time

Where does the time go?  How often do you think that?  If often, read on.  Time is like money if you don't have a plan for it, and, if you don't stay in close touch with where it went, you will run out of it. We all have the same amount of time every day.  How you manage it can make the difference in every aspect of your life from your health to your happiness.  From your work life to the most important relationship you cherish.  From achieving goals to staying stuck for way too long.

1.  Calendar - your calendar tells you where you need to be because you have entered every appointment you have in it with your pencil.  You need a system that houses your calendar.  I use a 7-ring notebook from Franklin-Covey that is in an 8 1/2 x 11 format.  In that notebook is my calendar and sections of other key dividers.  Dividers such as Meeting Notes, Coaching, Projects in Progress, etc.

I use my Outlook calendar to keep up with meetings I have arranged and it reflects appointments or out of office information of others.  But my true one and only calendar is the one in my system.  I check my Outlook calendar against my notebook calendar every day and "sync" them.  At the end of each month, I review my upcoming appointments in Outlook against my notebook calendar.

Your notebook goes where you go.  Never leave your home or office without it.

2.  Daily to-do list - make this life altering list the evening before or the morning of so you can think through what you have to do and what you want to do.   Your to-do list is much like your check register.  The entries are withdrawals of various amounts of time each and every day.  Your list is maintained in your notebook, in your system, so where you are supposed to be and what you need to get done match up. 

3.  Prioritize - now that you have reviewed your calendar and made your to-do list you have to plan the order of things on the list.  To the left of each item on your list mark it an A, B, C, or D.

A = must be done by noon

B = must be done by 6 PM

C = must be done by bedtime   

D = delegate it to someone else

Next, estimate how long the task will take and write the number of minutes to the right of the task.  Now you are building a picture of what and when.  

4.  Stay in the real world - you can't get any more time in a day but you can make the most of the time you have by staying in reality about how long things take.  Look over your calendar and to-do list again as you plan your day and make the necessary adjustments so you reduce your stress and ensure your priorities and commitments are met.  When you prioritize and list the order and the time it takes for each task you will see if you have to adjust the order or even move some tasks to the next day.

5.  Fuel - energy is the key to being productive.  Watch what you listen to, who you hang out with, what you eat and how much rest you get.  If you rely on caffeine for fuel it will become counterproductive.  It is an appetite stimulator and gives you a false sense of energy.  Protein, water and fruit are excellent sources to maintaining energy.  Walk, meditate and feed your mind positive reinforcement.  Routinely, look back over your calendar and to do list for habits and disciplines you can delete or add that will increase your energy level.

6.  Fun times - you need things to look forward to.  Add something fun to your calendar every day.  If you enjoy reading, then take a coffee break with your book.  If you have someone that makes you laugh make an appointment with them for a ten minute phone catch up.  If you enjoy a TV series you never get to watch then once a week watch it on your tablet or laptop for lunch.  Make a slide show of photos of your favorite people, put music to it and watch it once a month wishing life's greatest blessings are bestowed on those you love.

I love living a full life but I want it to be productive and as balanced as possible.  If that is what you want then incorporate these six solutions into your life’s savings plan!

Still learning,

Honey

On the Job is a Juggling Act

You know the challenges that come with juggling your time on the job!  Meetings here, there and everywhere, paperwork, phone calls, employees, customers, email…the list goes on and on.

Here’s a few time management tips that will help you to not drop the ball and decrease your stress level!

 ü  Everyday make a list of what is to be done

·         If you don’t know what you should be doing, how can you manage your time to get it done?

·         Plan for the unexpected

·         Some people like writing this list out by hand because it shows commitment to each item.

·         Others like software that helps to slice and dice their to-do list into manageable, relevant chunks.

·         What on the list needs to be done first?  Second, etc.?

·         Put a time estimate by each item

·         Do a reality check – where do you need to make adjustments?

ü  Retrieval is everything

·         Are you wasting time looking for items on your computer and your desk?

·         Organize a filing system and routinely file lower the stress of too much stuff not being where you can find it

·         Remember FDR  when you open a document on your computer or review paper on your desk

o   FILE or DISCARD or RESPOND

ü  One calendar – only one

·         More than one calendar in your life puts your reputation and your time at risk

·         Use a pencil if your one and only is a paper calendar

·         Key point – your to-do list is about what needs to get done, your calendar is about when it gets done

As a juggler learn how many balls you can keep in the air at one time.  Sometimes you have to say no or delegate.  Stay tuned on how to say no and how to delegate.

Still learning,

 Honey

The Power of Planning - Last in a Series of Five

Boundaries

As you gain muscle with planning you will find that the need to establish and respect healthy, flexible boundaries will be important to your overall success. 

It may be challenging to set boundaries with yourself and others.  Take responsibility for learning all you can about boundaries.  Research what they are and evaluate if they are missing in your life.  The less you know about them the less equipped you are to have them and to honor others' boundaries.  Learn what to do about establishing them, how to go about honoring them in yourself and others.  It will aid your professional maturity and protect your plans, relationships, self-esteem and goals from sabotage. 

There are fixed boundaries and there are times they are valid and imperative.  There are loose boundaries and sometimes they are the right fit.  The best personal boundaries are flexible.

Examples:

Fixed boundary - you never misuse your PC as spelled out by IT.

Loose boundary - within reason you can choose what is on your work station – photos of family, etc.

Flexible boundary - you choose who you eat lunch (you can say no) with but you cooperate and eat with a team when asked or required.

Three Tips for Setting Boundaries at Work

1.      Focus on how to fix what is broken versus how it got broken and who is to blame.  

2.   Swallow your pride, ask for help or delegate when managing overload.   As soon as you know you have over-committed go tell the truth, express regret and work on a realistic agreement.

3.      Handle your emotions with professional maturity - becoming known as a drama queens or hot tempered will harm your reputation.

Put planning to work for you and you will find it works! 

 

Still learning,

Honey

The Power of Planning Series - Fourth of Five

YOUR TO DO LIST

Make your initial draft of your to do list before you leave work each day so you can work on scheduling and juggling what you need to do.  The next morning you will finalize the list, look forward in your calendar and add what needs to be squeezed in.

Mastering this discipline will help you become a master of spending your time where it counts most.

Try this for 30 days.

List everything you have to do today.  In the beginning I want you to list everything, including your morning and evening routines, that includes meals, showering, praying/quiet time, getting dressed, driving to the day care, driving to work, going to the store or the cleaners plus work-related tasks…in other words if it takes time it belongs on the list.

Next examine everything on your list to see what you left out, and then look at your calendar for appointments or meetings for the next two weeks that you need to include or prepare for and add those.

Now, you determine when each item needs to be done.   Each item on your list will have an A, B, C, or D to the right of it 

A          before noon

B          afternoon

C          evening

D          delegate

Place a time estimate to the side of the alpha character you gave the task.  Now, calculate how realistic your plan (to do list) is for the day.  This discipline helps to eliminate over committing and underestimating your available time.

Now that you have the real picture on what you need/want to do and have set deadlines for each and calculated how much time it all will take you are ready to prioritize.  Your next step is to number in sequence what you will do first, second and so on.  And next, drumroll please, check off the item as you complete them.

Get real, stay real, reduce stress and accomplish what matters most.  Let me know how this works for you.  

Still learning,

Honey

The Power of Planning Series Third of Five

Spend time where it counts the most!   Priorities are what help you determine what to do first, second, etc.  Remember a calendar is for appointments, even if they are with you.  A “to do” list is an accounting of what you need and want to do.  You will need to use both every day. 

Find the best option for you to stay on top of both your calendar and your “to do” list.  Maybe your work/lifestyle is the perfect fit for all your contacts, to do list and appointments to be on your Smartphone.  Maybe the program on your computer that houses a calendar, to do list and contacts is your solution.  Find the right solution for you. 

Definitely these two power tools – calendar and to-do list - must be mobile.  You don’t have to shower with them or sleep with them, but any other time a best practice is that they are within an arms-reach.  I still use my paper Franklin Covey binder/planner.  I wouldn’t trade it.  I have tried to move away from it and my efficiency and organization has suffered for it so it is here to stay with me.   I pencil in appointments on the monthly tabbed page as well as the day sheet of the appointment.  Looking at what I am committed to by the month is imperative for me to stay on top of planning.


You might want to check out the planner options at www.franklincovey.com.  I prefer the 8 ½ x 11 Original-Monarch style and use the ring binder so I can hole punch timely, related documents like an airline reservation or a meeting agenda and have immediate needs all in one place.  Adding ruled paper for notes and a few of the forms Franklin Covey sells are favorites of mine.

I do have my Outlook calendar with business-related appointments so it is available to my work team, for scheduling meetings and it syncs to my Droid.   A key planning habit for me is to review my Binder calendar with the Outlook calendar every day. Building valuable habits like planning takes discipline and fierce determination.  Build it, it's worth it.

Plan for this to be your best year.  The year to have the time of your life!  


Still learning,


Honey

The Power of Planning Series Second of Five

Where Does All That Time Go?
You choose how much time to make available every day.  I would encourage you to commit to the number of minutes you are going to use each day.  Commit to an average you can realistically live with.  Consider starting with a minimum average of 950 minutes a day.  If your work commitment is 8 to 5 and you allow an hour drive time each way your work time deduction is 660 minutes.  So you would have 290 minutes to spend in other areas of your life.  Your lunch hour is sometimes an ideal way to spend time on tasks or chores related to non-work concerns.

                                               Out of bed                               Go to sleep                     Daily

Monday – Friday                     6 AM                                       11 PM                          1020 minutes

Saturday - Sunday                   8 AM                                       11 PM                            900 minutes

Customers come in to banks everyday dismayed they are overdrawn.  Frequently they say “I just made a deposit yesterday, how could I be overdrawn?”  Deposits are important to the balance but logging the withdrawals keep it “real” and help you know your position at ALL times.   The tools utilized by the brave souls that embrace taking charge of their time are the same ones an accountant uses – a ledger, accurate entries, respect for deadlines and a calculator.

Want more time this year?  Email me for your free copy of  the Real Time Ledger.  You will use it for a week just like a check register to stay in the real world about how you spend your time.  It is the perfect tool for making the most of your time.  


Still learning,


Honey
honey@interaction-training.com
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The Power of Planning Series - First of Five

There are several key pieces to becoming accomplished at planning.  Managing your time is the place to start.  Taking charge of your time is easier said than done.  Progress in this arena is what you’re after, not perfection.  It is vital for you to become well-acquainted with yourself and the real world you operate in so you can be realistic and objective when it comes to taking charge of your time. 

Some people, like an employer, pay for your time.   With others you may have responsibilities and commitments whether that is family or volunteerism.   Collectively these are called obligations. 

Where are you now?  Never having enough time?   Are you carrying guilt for what you’re not getting done?    Your conscience will trouble you if you have obligations, commitments or responsibilities that you can’t meet.  So clear up your conscience and take a hard look at your time and how you want to commit to spending it!

The best place to start is to treat time like a checking account.  Each day the hours you make available are deposited into your account and every minute is a withdrawal.  Unlike money you can’t get overdrawn but you can get over obligated.  Time like money can be invested, neglected or wasted.  

How would your life be better if you could improve your skills as a planner and manager of time?

Where are you now?  Never having enough time?   Are you carrying guilt for what you’re not getting done?   

Still learning,

Honey

Where Did My Day Go?

If you’re like me that is not an uncommon question you ask of yourself.  I think knowing the answer is part of the solution to spending time wisely.  If stress and disappointment are knocking on your door telling you that either you have too much to do or that you just can't seem to get where you want to go then changing a few habits and building an action plan might be in order.

Do you think you’d be willing to keep a time log for a couple of weeks?    It will help you see if you’re making the best choices; choices that fit well with your values and your goals.

In my last blog I encouraged you to picture how your life would be better if you managed your time more effectively.  You want to write that out.   Keep your description handy so when you feel the tug of old habits you can quickly remember the value of making a few changes.  Changes that will help you get what you want.

Here is the second of five fast track tips on eliminating self-defeating habits.

2.  Carefully define the new habits you wish to develop. 

Consider what three time management habits you think would help you the most.   Write them down, describe each habit.  Be honest with yourself.  Gather the information you need to implement the change and visualize yourself putting the habit in place.  Develop a realistic action plan and get started.

Consider some of the staples of time mastery like planning, prioritizing and project planning.

Getting into the habit of planning might look like this:

First thing each day create your to-do-list so you get into the habit of planning. 

The habit of prioritizing works like this:

Review the list and determine what needs to happen by noon and give those items an A, everything that needs to be completed by 6 PM is marked a B and items that need to happen before you retire for the night are marked C.  Estimate the time you think is needed for each item on the list.  You will quickly know if your plan is realistic or not.  Adjust where needed.  Then determine what happens first for each section of the day.  Whenever you can, do what you LEAST want to do, first.

Learn how to master project planning.   

When you’re working on a project, estimate the total amount of time it will take to accomplish the project.  Work from your deadline date backwards to see how you can weave time into your schedule for the project.  Ideally you break the time into a stated period of time, i.e., 20-minute segments.  Set your alarm or timer to notify you when the 20 minutes is up.  Most of us can’t stop the workflow to work exclusively on a project but we can master segments of time devoted to the project.

A sense of accomplishment is a great motivator!  That is why list making and prioritizing will help you get done what is most urgent/most important. 

Pause your life for 10 minutes and come up with your list of new habits you are willing to build an action plan around so you can have the TIME OF YOUR LIFE!

Stay tuned, step three is coming next…

Still learning,

Honey