2.  Set an alarm you can't ignore (or two)  
I used to be a serial snoozer.  I could hit a traditional alarm clock's snooze button every 9 minutes for a good hour before finally rolling out of bed.  I tried using my Fit Bit as an alternative and set multiple alarms that would vibrate until I turned them off.  That worked better, but I soon learned, I can turn them off in my sleep!  I think I may have found the best solution for me - I have been setting an alarm on my Google Mini and when it goes off it the morning, I have to actually speak to turn it off, "Hey Google, cancel alarm."  Even if I don't get out of bed immediately, having to talk out loud seems to wake me up enough so I don't fall back asleep. ​  I like setting backup alarms to make sure I'm out of bed in time.  Additional alarms throughout the morning can also keep you on track - try an "it's time for breakfast" alarm, an "it's time to dry my hair alarm", or an "it's time to load the car" alarm.  Remember all those little things you do in the morning that could be wasting time - like checking email or social media on your phone or watching the news.  If you want to build those into your morning, give yourself a set time so you don't get carried away!

5.  Limit the number of times you open doors and drawers
I try to only open a drawer or a door twice a morning - once to get out what I need and a second time to put those things away.  I open my top bathroom vanity drawer to get out my contacts, my hairbrush, and my makeup bag.  Then I close the drawer and don't open it again until I'm done with all of those items.  I open the door under my vanity to get out my curling iron and/or hair dryer and hair products, and then I close it.  I don't open it again until I'm ready to put those away and while I have it open I spritz myself with body spray before closing the door for the final time.  

6.  Put things away as you go
I like to wake up to a clear bathroom counter and leave for work with a clear bathroom counter.  It allows me to start the day with a little control.  When you do your makeup, try taking out all the items you will use out and set on the counter.  As you use them, put them back in a makeup bag, so when you're done, everything is back in your bag and it's easy to just put it back in its place.  Try a heat proof bag or container for curling irons or straighteners, so you can put them away as soon as you're done instead of leaving cords all over the place!  Keep a wastebasket next to where you get ready so you can throw away cotton swabs, tissues, cotton balls, etc. as you go.

7. Empty your head
Whenever you think of something you need to do, either write it down in a place you will see before you walk out the door or set a reminder on your phone that will create a notification so you can feel confident you won't forget.  If I need to take food for a carry in or return a library book or drop my car off at the repair shop, I set a reminder for early that morning so that when I look at my phone before I walk out the door, I'll see the notification.  This helps me sleep better not trying to remember what I have to do in the morning.  I also set reminders at times all throughout the day for things I need to buy, errands I need to run, phone calls I need to make, etc.  It's nice to get them out of my head and into a system I trust.  

I've said it many times before, I'm not great with time, which is why I try to come up with systems and habits to help me.  I'm not going to lie and say I'm never late or I always have a calm morning, but these few tips have helped me greatly reduce the amount of mad rush mornings!  ​

Even though we got an extra hour of sleep this weekend, there’s still only 24 hours a day.  Sometimes it’s just so overwhelming to try to fit everything into our lives!   There are many resources out there for time management, but I wanted to share 5 simple tips that have helped me improve how I manage my time.

1.  Track your time
If you’re anything like me, you are so busy that you feel like writing down what you’re doing is just another task you don’t really have time for.  But, if you commit to just one week, 7 days, of writing down what you’re doing in 15 minute increments, you will be amazed to see how much you actually accomplish in a day’s time!  If you’re really honest when you track your time, you will see more wasted time than you like, but you’ll also see how much time of your life is spent doing things you can’t NOT do – eating, sleeping, grooming.  When you know what time you have left after those kinds of non-negotiables, you will automatically feel more in control and more motivated not to waste those remaining hours.  Take the time to track your time!  Download this free printable to track your time this week.  It’s broken up into 4, 6 hour sections, so you can visually see how much of your time is really spent during the overnight hours (hopefully sleeping), morning, afternoon and evening/night.  You’ll be amazed how many hours are already spoken for, so that’s what makes being productive in those remaining hours so important!

2.  Time yourself
Once you’ve finished a week’s worth of time tracking, you will see patterns in your days.  There are things you do every day.  Some of those repetitive tasks will occur at the same time each day, but others could be mixed throughout your day.  In your time tracking phase, you were only recording in 15 minute increments, so you didn’t find out how much time it actually took you to empty the dishwasher or take a shower or drop off the kids at school.  Identify the things you do at least 3 times/week and then get your timer out!  Time yourself doing each of those tasks.  Don’t rush to beat the clock – just do them as you normally would and then keep a log of the tasks and the times they take.  If you want to be really scientific, do the tasks multiple times and then take an average time.  There are lots of time tracking apps out there - one free one I've used is Toggl.  What you can gain by timing yourself is a realistic expectation of what you can accomplish in a certain time-frame and the ability to insert quick tasks into random time openings in your day.  Have 10 minutes before you need to get in the car – well, now I know it only takes 6 minutes to empty the dishwasher – why not? ​

3.  Prioritize
Now that you know what you do, and how long those things take, you can now really prioritize.  Once those things are you’ll need to do a big bad brain dump!  Get out pen a paper or try the sticky note mind mapping that I tried in “Confessions of a List Maker.”  After everything is out of your head, begin categorizing all of the to-dos.  Don’t get hung up on your system, your goal is to have a master list of all of the things you will want to plug into the open slots in your days.  Last week’s post talked about how to figure out what to do next – take a few minutes to read that post.  If you set a focus for the year and related goals, take a look back at those to make sure the items that are on your list help you get where you wanted to go.  Now, review your list again and get rid of some things!  There are many things we think we need to do, that can either be done by someone else or just not done at all.  Ask yourself what would happen if you didn’t do X?  If you can live with the answer, cross it off!  Now prioritize what remains within each category so you have a next action for every category of your life.  Remember this process can be done on paper or in your favorite digital tool.

4.  Plan
Finally it’s time to put it all together.  First take a blank time tracker and plug in all of those everyday must dos for tomorrow– include everything that you have to do from meal prep to kid drop off to brushing your teeth – you now know exactly how much time each of those take.  Now take a look at your prioritized lists and choose what you’re going to fill in the blanks with.  Remember the importance of margin.  You can’t really make back to back meetings work.  What if you need to walk or drive to the meeting or even just take a bathroom break?  That means you’d have to leave one meeting early or arrive at the next meeting late.  Instead of booking yourself solid, give yourself some leeway.  I like to see at least 10 minutes between appointments.  If you have a task that you haven’t or couldn’t time, give your best estimate BUT add 25% to that estimate.  The worst thing that will happen is you finish early and you plug in another task (maybe one that you previously timed so you know that you can absolutely run to the pharmacy and back in 20 minutes.)  Fill up every box in your day’s time tracker even if those boxes say “rest” or “watch TV” or “family time.”  If you give purpose to each slot of your day, you are less likely to squander your time.

5.  Take shortcuts
Always be looking for ways to be more efficient!  Are there things that you can do in the background while you are doing other tasks? – like watching your favorite TV show while you fold laundry.  Be wary of attempting to truly multi-task because that usually leads to poor quality or longer efforts.  Read about the benefits of single tasking in a previous post.  Are there things that you just don’t need to do or can replace with something easier or quicker?  For instance, I believe with my whole heart that a damp  dishrag thrown in the dryer with a wrinkly shirt while I shower is much more efficient than ironing!  Do you really need to re-pot the flowers or is the plastic one they came in just as worthy of the position on your front steps?  Sometimes shortcuts do mean lowering our expectations – I’ve become pretty good at that – but others are just a smarter way of doing things.  Remember to enlist your family and/or be willing to pay for services that help save you time.     

I'd love to hear from you if you try these 5 steps and learn how they worked for you!  Please comment below or email me at info@mylifeinorder.com  If you want to read more about time management, one of my favorite authors who writes on the topic is Laura Vanderkam.  I read (and thoroughly enjoyed), I Know How She Does It: How Successful Women Make the Most of Their Time and have her latest book, Off the Clock:  Feel Less Busy While Getting More Done, on my bookshelf ready to read!  
 

​“I have so much to do, that sometimes I don’t even know where to start!”  How many times of you heard yourself say those words?  I know that’s how I’ve been feeling the past week.  When we have unexpected things happen, our responsibilities don’t just stop.  Things keep piling up and eventually there is this big bunch of things to do and you almost feel paralyzed because you feel like no one thing is going to make a big enough dent to actually be considered a priority.  In order to know where to start, you have to know ALL that there is to do.  That’s why it’s important to have everything that you need to do in one place, and then you can more easily decide what needs to be done first.  

​I like digital tools, but before technology can help, I have to know what I’m going to put in that tool and how I am going to structure it.  I was feeling really out of control last week, so I did what always calms me down – got out a pencil and paper and start dumping my brain onto the page.  If you try this, don’t worry about it being pretty or cohesive or anyone else understanding what in the world you’re writing.  It’s so freeing to get what’s in your head onto paper, and then you can actually SEE all the things you need to do.   Unless you are super-human, it’s nearly impossible to figure out what to do and when if everything you have to do is floating around in your head all at once.

​If you’ve read the book The One Thing by Gary Keller, you know that he says there is always one thing that’s more important than everything else at that very moment in time.  Sometimes it’s so hard to figure out what that one thing is and it’s so much easier to just do busywork and make yourself feel like you’re being productive when in fact you’re doing nothing!  A good example of this is spending the entire day working out of your email inbox just responding to messages and taking care of brief little tasks, and then putting other, bigger projects aside for “later”.  If you do that type of triage all the time, “later” never comes, and those big tasks begin to create an overwhelming pile.

​I’m trying to unbury myself and am doing this in my personal life using Trello.  It’s a free app that I use on my laptop and on my iPhone where you can create different teams (which I’m using as areas of my life) and within those teams, you can create as many project boards as you want.  These are kind of like digital bulletin boards where you can create lists and tasks.  Trello gives you a visual representation of all of your to-dos and lets you drag and drop them where they go.  I took my handwritten notes and figured out there were several areas of my life:  Me, Family/Friends, Household, Volunteer, Side Hustles, and Work.  I use a different task management system at work called Nozbe.  Some people like to use the same system at home and at work, but I prefer to keep them separate, so I decided for these purposes to nix the work category in my Trello app. 

I started getting so excited about my new system that I spent a lot of time designing it, thinking, “should I have a separate areas for my blog, piano lessons and Clever Container sales or should they all be in one area called Side Hustles?”    I realized I was going down a dangerous path spending more time designing a system than using it!  I’m giving myself permission to start where I’m at and improve as I go.  That’s one of the things I like about Trello – it’s really easy to drag and drop tasks to different lists, put things in different order, and move boards to different teams.
​
Once you get going and have all your responsibilities out of your head and in your chosen system, give yourself time to review all tasks and decide what is the “one thing” is that will move you forward, and what the next one is, and the next, etc.  Consider assigning due dates and reminders.  If you have projects that you repeat, create a template so you can copy and repeat what works best for you.  Don’t worry about your system being perfect – an imperfect system is better than no system at all!

I’m so ready for back-to-school!  Not because I’m tired of my kids being home for the summer, but because I’m ready to get back into a routine.  I always loved the beginning of the school year as a kid – new clothes and shoes, freshly sharpened pencils, blank notebooks, locker organizers – kind of my dream come true!  I was thinking today about why the beginning of school still excited me as an adult.  Yes, I get to buy supplies for my kids, but there’s more to it than that.  There’s something about a fresh start that appeals to me, and I think we can all learn some lessons from school to help us live our best life this school year.
 
Refresh your wardrobe and get a haircut
Kids usually get a few new outfits and shoes because they’ve grown out of the clothes from the previous school year.  We go through their entire wardrobe and get rid of things that are too small or they won’t wear to avoid any fashion arguments!  This time of year is also a great time to refresh your own wardrobe.  Go through your closet and donate items you haven’t worn in the past several months, items that don’t fit, or ones you just don’t like.  Make a list of what items you need to “fill in the blanks” of your wardrobe.  Watch for sales and treat yourself!  We get our kids a haircut prior to the first day so they look fresh and clean.  Make an appointment for yourself, too.  This could be the one time per year that you spend a little extra or try a new style.  

Keep a regular sleep schedule
Just today, our family discussed what fair bedtimes are for the kids when school starts and what time they need to get up to have plenty of time in the mornings before school.  This will be a big change from our summer routine where the kids’ bedtimes go out the window – and so does mine.  I find myself staying up way too late on a regular basis, but still having to get up at the same time to go to work.  By the end of the summer I’m exhausted and sleeping in late on the weekends to try to catch up.  When school starts, the kids will each have a set bedtime and wakeup time.  I plan to create my own, reasonable bedtime as well as a wakeup time that doesn’t involve the snooze button!

Eat healthy breakfasts and pack a lunch
When school is in session, I make more of an effort to feed my kids a healthy breakfast to give them a good start to their day.  It’s so easy for us as busy adults to skip breakfast or scarf down something on the go.  When school starts, it’s a great opportunity to plan your morning to include a healthy breakfast at the table with your family.  Many days my kids pack their lunches, and we have various options that are easy to pack and are fairly healthy.  Packing a lunch for myself alongside the kids will help me not only to save money on eating out, but help to control my portion size and the nutritional value of what I eat for lunch.

Embrace a fresh start and the opportunity to learn new things
Kids literally start the school year with a blank slate, and they have the opportunity to take new classes from new teachers.  It’s a great time of year for us to forgive ourselves for failed attempts in the past and make new resolutions and plans for new habits.  Is it time for us to take a class, read a book, attend a webinar about something new?

Be active and enjoy recess
My kids have gym class at least once a week, and recess every day.  They also participate in sports during the school year.  I need to follow suit and be more active.  I can use the time they spend at sports practices to be active myself, and why not enjoy a “recess” during the day and take a quick walk?

Create systems to manage time
With all the commitments kids have these days, they have to learn to manage their time, plan ahead and just plain remember what all they need to do!  We are in the process of finalizing what the daily routine will be and then will create a checklist to keep track of it all.  I will print out a grid with the items that need completed down the left-hand side with the days of the week across the top.  The paper will go in a page protector and be displayed on the fridge with a magnetic clip.  The kids will use a dry erase marker to mark off their daily accomplishments.  This makes it reusable, but also easy to change if we add or take away a responsibility.  It’s great to pair one of your own responsibilities to your kids’ – for example, when they practice piano, you wash dishes or when they do homework, you read.  Consider planning your day the night before with specific timebound tasks.  Always overestimate how long it will take you to do things so that you don’t get frustrated!

Cut back on screen time
During the school year, our kids don’t have any screen time from Monday to Thursday (unless homework requires it.) We started this a couple of years ago, and it’s amazing – attitudes are much improved and since there is no expectation of screen time, we don’t hear whining or complaining.  This means my husband and I don’t turn on the TV until after the kids are in bed, and sometimes we don’t even turn it on at all.  It’s my goal to use the time I normally would watch TV to do other things – read, play board games, talk to my husband, take bubble baths, take a walk, etc.

Catch up with friends
One of the best parts of the first day of school for me was always seeing my friends that I hadn’t seen much over the summer.  We would catch up and tell each other what we did over the vacation.  We looked forward to eating lunch together and playing at recess together.  As adults, why don’t we designate the start of the school year as a time to plan some lunch dates and fun activities with old friends?

The fact is, there are always going to be distractions.  We can have a plan for an ideal day, but unless we build in some flexibility and learn to go with the flow, we will end up frustrated and unproductive.  I've worked in many different environments over the years - in a cubicle in an open office, in several offices with doors with varying amounts of people nearby, at a desk in a wide open area, and even at home.  Each present their own challenges, but there are a few universal tips that help to keep me focused.

1. Set low expectations
This may sounds strange, but don't make a huge list of all the things you want to accomplish in a day only to be disappointed in yourself when you can't complete them all.  Instead, identify your Must Do's - usually this will be 2-3 things that HAVE to get done during the day.  The time these take will vary, so if your Must Do's for the day are very short tasks, you can have more or if they are labor intensive, maybe just pick one.  If you get through all of these, then you'll feel like a rock star and everything else you accomplish will be gravy!  ​

​2.  Meet with yourself
Create a MEeting (a meeting with yourself) to do your most important work.  Go so far as to schedule this on your calendar so that others don't think you're free all day when in fact you need several hours to complete your critical tasks.  Use some of this time to plan and identify your must do's for the following day.

5.  Plug your ears
Don't actually stick your fingers in your ears, but use ear buds or headphones!  You don't even have to listen to music, just put those earbuds in to instantly block out noise and trick people into not bothering you.  Most people will think twice about tapping you on the shoulder if you have ear buds in.  Again, you're not being a meany, you're protecting your own productivity.  If you can work with music in the background, find a playlist designed for focus and jam out!

6.  Plan to waste time
We all need a break and some socialization.  Plan for small periods of time to do this throughout the day.  Get to work a few minutes early on Monday to chat about the weekend with your coworkers, or plan a lunch date or a break at the same time as the people you most want to talk to.  Get up and move every hour - even a bathroom break counts.  Drink lots of water and the bathroom breaks will take care of themselves!  A quick walk outside does wonders for your concentration when you get back to your desk.

7.  Keep track of your time
Write down the time you start and stop each task.  For me, when I'm being timed, I'm more efficient.  I also learn how long it really takes me to do things so that I can be more realistic with myself.  I'm not going to get through my email inbox in 5 minutes, but there are other tasks that will fit into that short of a time frame.  I'm also less likely to waste time when it is written down on a piece of paper.  It also helps me look back and give myself grace when I don't get my Must Do's complete because I can see that I spent 5 hours in meetings, 2 hours dealing with urgent and unplanned tasks, leaving not a lot of time to get those things I wanted to do complete.  Consider using the Pomodoro technique (25 minutes of deep work, a 5 minute break, repeat)  I wrote in depth about this in a previous post.

If time is really dragging for you, write down the time you'll be at work down in 30 minute increments (ex. 8:30 a.m. - 9:00 a.m.; 9:00 a.m. - 9:30 a.m.; 9:30 a.m. - 10:00 a.m., etc.) and mark them off as the time passes.  You know that little high you get when you check an item off of a to-do list?  You get that same feeling for marking the time off, but you also get the feeling that you better kick it into high gear because your available time is waning.

8.  Get creative with your schedule and workspace
If you work in an environment where you can control your schedule in any way, use this to your benefit!  Sometimes coming in 30 minutes before everyone else (or just that one person who talks so much) can allow you to get as much done as you would have in three times that long during your regularly scheduled time.   Take your lunch opposite of those in your vicinity to allow for some quiet time while the others take their lunch.  Try working in an alternate space, like a conference room or vacant office, if you have something to complete that takes high focus.  Consider a working lunch away from the office.  If you have the option to work from home, give it a try.  Many people find it much less distracting at home, while others need the structure of an office to keep them on task.

Give these 8 tips a try and let me know if they help you.  I'm not going to lie and say that I can always stay distraction-free or perfectly productive, but I have learned that these tricks do help!  Do you have other tips to share?  Please post in the comments.
​

I like to be self-sufficient, and I enjoy learning new things or figuring out how to accomplish a new task.  There are some types of tasks that I won't even attempt, but for most things, I'll at least do a little Googling or YouTube video watching and give it a go.  Though this "I can do it" attitude may help me become more well-rounded, save a little money, and keep things interesting, it can also severely impact my productivity and can create frustration both for me and my family!  Over time, I've learned that there is real value in finding the right person for the job!

At work and at home, it's impossible for us to do it all, though I'm guilty of trying to do it anyway.  I used have a hard time with the group project concept.  I felt like it would just be easier to do it all myself.  At least that way, I knew it would get done.   Doing it myself meant that I knew the progress of the project and the barriers to getting it completed so I could figure out ways to overcome the barriers and meet the deadline.  This mentality causes stress, burnout, and ultimately leads to lower quality work and delayed results.  Why is it then, that it's so hard to relinquish a little control and trust others to help me? ​

​A great example of how finding the right person to do the job produced fantastic and quick results was when I wanted to create a logo for my blog.  I had an idea in my head, but I thought it would be too difficult for me to articulate that to someone else, so I tried to do it myself. I tried and tried to bring my vision to life, but without the proper tools or expertise in graphic design, I just couldn't produce something I was happy with.  I considered hiring someone, but I talked myself out of that by rationalizing that I was saving money by doing it myself and I could remain authentic to my own creative plans for my logo.  Well, what happened is that I didn't launch my blog because I didn't have what I felt was the perfect logo, and I became more and more frustrated and wasted a LOT of time. ​

​I now am much more inclined to hire work done or ask for help and suggestions.  The old saying, "time is money" is so true.  I could spend ten times as long doing something that would be a lower quality than if I hired the right person for the job.  I could use that time in a different way to produce real results.  I'm a big believer in frugality, so of course I don't hire someone to do everything for me!  I pick and choose what I can afford, what meets the biggest and most urgent need, and what I don't want to or don't have the capacity to learn how to do myself.  There are some things that are just fun to dabble in and the difference in the end result of me doing it versus a professional wouldn't be that noticeable, but then there are all the other things where an expert is definitely the right choice.  

This concept also applies to situations at home or work where we would should delegate a task to someone who is best equipped to do it.  Best equipped can mean they are an expert or they have the capacity to become an expert or simply that they have time to do the task.   When we delegate, though, we have to learn to accept the results may not be exactly as if we had done the task ourselves.  I have my kids do certain chores at home, and maybe the cleaning isn't quite as thorough as I would have done it, but it's done and I was able to complete other tasks instead. 

​I also try to remember that it's all about choice.  By choosing to do something myself (or learn how to do something on my own), I am also choosing not to spend that time on something else.  To get and keep my life in order, I have to learn to choose to spend my time wisely so that there is time for the things I'm good at, time for the things I enjoy doing, time for the things I am required to do, and most importantly, time for the people I love.

​"I feel good today - ordered, calm, focused, pretty, competent. Ah, so rare, but so nice! Why today?" This is what I wrote in my journal one day several months ago. After that, it was my quest to figure out what I'd done differently that day which caused me to be in such a good mood. I made a list of what had happened that day, and then made a plan on how to recreate it. I wanted to make the rest like my best!

Here's my list and what it taught me:

I did not check email or the news in the morning.
I normally checked email and news first thing in the morning, and usually there was something negative in the headlines or something stressful in my inbox. That morning, I didn't let my device control me. I realized I didn't feel as down during the morning when I wasn't consumed by negative thoughts. New plan - no news til lunch time and no email until I've at least taken a shower! The only problem is sometimes I feel that I’m not keeping up on current events as much as I should. It’s a tough balance between being informed and staying positive!
​
I sent a message to a friend and received a reply.
I sent a Facebook message to a friend because they were on my mind, and they messaged me right back. Having that connection made me smile. I decided that everyday, I'm going to reach out to at least one friend- it could be in person, on the phone or via a message on Facebook, Snapchat, etc. I’ve been doing this faithfully, and I love this so much! It’s fun to let my friends know they are on my mind and even better to hear back from them!

I spent time doing my hair, makeup and picked out a cute outfit.
That morning, I had the time (and took the time) to fix myself up a bit. It made me feel confident, put together, and in control. I realized that too often, I sported the "I didn't have time nor do I care" look, especially during the work week. I vowed to put on a little makeup and make an effort with my hair every morning. Time was my biggest barrier, so I tried washing my hair at night and using dry shampoo every other day. I also planned to do what I knew worked for me - picking out my outfit the night before. Last week's blog post explored this phenomenon in a little more detail - how we look impacts how we feel. I still enjoy a good no makeup (or shower) day, but that’s more of the exception than the rule these days.

​I encourage you to go give this a try - remember one of your best days, and really think about what you did and which of those things you can recreate or even improve upon. Don’t think you can do everything every day, but even small changes will make a difference!  I'd love to hear your thoughts, please share with us in the comment section below.

This week I announced that I'm giving away a copy of the book, Get Momentum: How to Start When You're Stuck by Jason and Jodi Womack.   (If you're reading this before 9 p.m. on Wednesday, March  21, 2018 there's still time to enter to win!)  I highly recommend this book to help you get started on any project whether it be personal, work, or a passion project.  Get Momentum first helps you to figure out why you're stuck and then breaks down getting momentum into 5 steps:

The very first step kind of stopped me in my tracks: "What do I want to be known for?" Before I even read the chapter, I made a quick list (in no particular order of importance):​

After I made the list and really thought about my day-to-day life, I began to wonder how others really saw me.  Just because this is what I WANT to be known for doesn't mean that this is how the world is seeing me - I have to take action to make sure these qualities are visible.  There's no doubt I want these things to be true about me, but what am I DOING to make them true, and what should I avoid to negate these statements?  I can be kind most of the time, but if I'm unkind some of the time, will that cancel out a perception of my kindness? or will the world take the time to weigh my kindness against my unkindness and award me with being "known for" the one that I've done the most?  Without putting pressure on myself to be perfect, how can I Iive to create the kind of legacy I want to leave?  

This is heavy stuff!  Thankfully, there were more exercises in the book to help me work through all of this.  One of the activities that helped me the most was figuring out how I spent my time.  As I've mentioned before, time is one of my weaknesses, so I needed to figure out if I was proving what I wanted to be known for by how I was spending my time.

• Was I being present with my kids? 
• How much time was I working on staying "on top of things" at home and at work? 
• How often was I actually helping someone else achieve a goal? 

I've tried various methods of tracking my time in the past, from pen and paper to an elaborate spreadsheet I created, but I decided to try something new this time and downloaded the Toggl app at the recommendation of some of my productive friends.  This let me track my time in real time with a stopwatch-type feature or record my time later if I forgot to start the clock.  After a week or so, I could look at a high level pie chart to see how I was spending my time.  I could easily see that I was working way more than I was spending time with my kids and family (even when I kind of cheated and counted driving to the grocery store with the kids in the back seat as "family time!")

The real difference maker was when I answered the next couple of questions in the exercise.  The first was: "What do I wish were different?"  You may have heard the saying, "Insanity is doing the same thing over and over again, but expecting different results."  Insane may be a bit of an overstatement, but if I want things to be different, I'm going to have to change.  I think we could all make a long list of what we'd like to be different in our lives, but what are we doing to make that happen?  If you're like me, I've gotten to this point before - I know what I want things to be like and then make a giant plan of all the things I'm going to change to make it happen.  And then I fail because that amount of change all at once is overwhelming. 

That's why the second question this section asked was really valuable to me:  "Do I really need to make changes now?  Should and can I wait?"  Yes, I definitely need to make some changes, but which of them are critical or should be done first?  It takes time to form new habits - longer than you'd think.  Gretchen Rubin, author of many books including Better Than Before: Mastering the Habits of our Everyday Lives, wrote about this in her blog post, "Stop Expecting to Change Your Habit in 21 Days."  Give yourself time and space to make a change and really master it before adding more change.  ​

I chose one change to start with - during the school week, I will try not to work on my day job or on my passion project (this blog!) from the time I get home until the kids go to bed unless they are involved in some way that they enjoy.  This should include checking email on my phone... I'm doing better, but I'm still not perfect.  If I can involve the kids and they enjoy it, then that's a win-win.  For example my oldest son has been helping me with live Facebook videos - that's fun for both of us.  By making that one change,  I'm working toward one of the things I want to be known for - being present and involved with my kids and family because we are using that time to play family games, read together, or just talk.

I will add some more changes soon - once the family time on weeknights is a real habit.  In the meantime, I'm trying to keep my short list of what I want to be known for front of mind as I make decisions or even speak - is what I'm about to do or say going to cause others to "know me" for being kind or helping them achieve their goals; is how I'm choosing to spend my time helping me stay on top of my responsibilities?  If the answer is no, I need to rethink my actions!

How about you - have you thought about what you want to be known for and what that really means in your daily life?  I'd love to hear your thoughts and comments.  If Get Momentum sounds like a book you'd like to read, you can earn entries for the giveaway by visiting the Facebook page and/or simply like and comment on this post below before Wednesday, March 21, 2018 at 9 p.m.  to get an entry!  

​Sources

Womack, Jason W., and Jodi Womack. Get Momentum: How to Start When You're Stuck. Wiley, 2016.
​
Rubin, Gretchen. “Stop Expecting to Change Your Habit in 21 Days.” Gretchen Rubin, 16 Oct. 2009, Stop Expecting to Change Your Habit in 21 Days.
​

Hi, my name is Claire, and I'm a list maker.  Here's a list of some of my confessions about being a list maker:

1. I enjoy making lists more than I like doing the stuff on the lists. 
2. I've written things on a list after I've already done them just so I could check them off. 
3. I sometimes crumple up a list and throw it in the trash if I've made a mistake or put things in the wrong order and then start over so the list looks nice and neat.
4. Lists seem to taunt me when there are unchecked items, and I feel inadequate if I don't complete my unrealistic list.
5. Lists make me feel in control even when I'm not.

Are there more list makers out there?  Considering the massive amount of options available for both digital and analog list making tools, I don't think I'm alone!  Several months ago I did a poll on Facebook about digital vs. paper tools, and I was surprised by how many people preferred paper!  There are many advantages to paper: it's accessible and affordable, and there's research that writing things down actually helps us process and remember written material better than digital.  In a study done by researchers at Princeton University and UCLA Los Angeles, it was discovered that students who took handwritten notes remembered facts and comprehended subject matter better than students who typed their notes.   Now, making a to-do list isn't the same as listening to a lecture, but when you write something down, you do process it differently.  On the flip side, there are many advantages to digital tools including the ability to edit and reorder tasks without having to start from scratch.  Many digital tools also allow you to categorize tasks, assign due dates, set reminders, and even share or delegate tasks.  ​So, what's the best answer?  I think it's a little bit of both!  I like to start and finish with paper with a digital solution sandwiched in between.  Here's my current process:

​ Digitize (or at least categorize)
Now that I have everything I know I need to do or remember either written down or stuck to the wall, I add it to my digital system.  If it's an actual to-do item, I add it to the task management program I use, Nozbe.  (If you missed it, check out the recent post where I interviewed the founder and CEO of Nozbe!)  The key is to categorize the tasks in a way that make sense to you.  It could be by project, by due date, by the tool you need to do the task, etc.  Though I think it's easier to do this in a digital system, you could do it on paper if you don't mind rewriting your list often.  Tasks that have defined time frames, like an appointment, should go on a calendar.  Again, my preference is digital so I can access it on the go, but you could go old school and use a paper calendar if you prefer.  If it's something that I just need for reference later, I either file it in physical files or add it to a digital system like Evernote.  A great example of this is when I wrote down in a brain dump that I needed new makeup but I couldn't remember the brand or shade I liked.  I added "buy makeup" to my digital to-do list, but I also added a picture of the front and back of each type of makeup I use to a note in Evernote, so when I am at the store, I can pull up my app and be sure to get exactly what I know I like!  Regardless if you go digital or stay analog, it is necessary to maintain your system with regular reviews so you can trust your process includes everything you need to remember and nothing you don't! 

​Daily Written List
Finally, we come full circle to pen and paper!  Each day, I physically make a list of the items from my digital tools that I need to do that day.  You might think, "why not skip the whole digital middle section?"  If I don't go through that process, I end up with one giant list that includes tasks from all sorts of different projects and with various due dates.  My digital system makes it easy for me to filter through my tasks so I can choose appropriate ones for the day.

There are three keys to making a daily written list:

1. Make it the night before.
2. Make it time-bound.
3. Make it realistic.

Making your list the night before gets things out of your head so you can sleep better, which will help you be more productive the next day.  Making your list time-bound helps you to stay on track throughout the day.  There are certain markers in your day that HAVE to happen at a certain time or before or after another task.  Put those in, and then you know how much time you have to work on your other to-do list items.  Making it realistic is probably the most important part!  Overestimate how long it takes to do things so you can actually accomplish your daily goals.  Limit the number of big tasks to around three. Nobody ever got mad at themselves for getting everything on their list done!

I try to make my daily list right before I go to bed - sometimes in bed with my nightlight.  I look at my digital calendar first and then my digital task manager.  I fill in everything I'm going to need to do the next day from the time I wake up to the time I go to bed.  I only put times next to the things that are on the calendar or relate to a goal I have about how long I'll spend on a certain task, and I also specify what time I'll get up or go to bed.  Throughout the day, I reference my list to keep myself on track.  If I can't get something completed, I just highlight it; if something gets cancelled, I draw a wavy line through it.  When I make my list for the next day, I look back at my highlighted items to make sure they don't get forgotten.  I also make sure to continue to add and mark off items in my digital tools on a daily basis.  

For all you fellow list makers out there, I'd love to hear your comments about your system and any tips or tricks you have for keeping everything straight!  Happy list making!

​We all want to get the most stuff done in less time - especially if that stuff is not all that enjoyable. You can tell what people like and are good at by what they spend their time doing.  Well, it is pretty obvious that I do NOT like, nor am I particularly good at, reviewing giant, dry policy documents!   Recently I had a document like this that needed my review and edits, and I procrastinated long enough that I HAD to get it done at home over a weekend.  I needed to come up with a strategy to just get it done and in the least painful way possible.  

I read and listen to a ton of productivity content, so I was certain I had the secret sauce, the Pomodoro Technique.  Basically this is where you set a timer for a certain amount of time (suggested 25 minutes) and plow through your deep work until the timer goes off.  Then you force yourself to take a small break (suggested 5 minutes) when you get up, move and do something you like, and then repeat over and over until you’re done.  It works, but it still doesn’t make it fun…. Here’s how my Pomodoro-assisted day went, and what I learned.

I was ready to slay this thing and arranged for my family to be away for a few hours so I had the house to myself.  I got everything situated to give myself every opportunity to succeed - and hopefully succeed quickly.  I got out my laptop, my lap desk, my document for review and sat in the most comfortable place in my house - the recliner in the living room.  I set my iPhone’s timer for 25 minutes - now I don’t call it cheating that I set the timer before I logged into my computer - I call that smart because that eased me into that first 25 minutes of reading and editing this document.  I worked diligently, but AS soon as that timer went off, I jumped up with a little “Woohoo” escaping my mouth.  I set the timer for 5 minutes and did something I wanted to do.  Wait for it….organized my coupons.  The 5 minute break went so fast, but I did obey the rules and go back to my work for another 25 minutes.  I did this three times, and by that third, 5 minute break, my coupons were organized which was pretty cool.  By this time I was really hating the Pomodoro Technique.  Doing the review of my document was so boring, and there were all sorts of other things I’d rather be doing on a Saturday - especially a Saturday at home ALONE - that never happens!

So by this time I was fizzling out a little so I decided it wouldn't hurt, and I’d still be following the spirit of the Pomodoro Technique, if I set the time for 20 minutes instead of 25 (right?). Then I was like, “maybe I’ll have a snack during my break.” I chose Death By Chocolate ice cream, so I rationalized that my break would have to last just a little longer than 5 minutes because I didn’t want the ice cream to melt and then get my hands all sticky and in turn ruin my computer’s keyboard.  Then I was back at it, but I was B-O-R-E-D with this process - I mean I had done over an hour and a half’s worth of work, so I decided maybe it would be ok to just do 15 minutes of work this session.  This 166 page document was just SO long, and I was only halfway through. I started watching the clock, and time crawled until it was finally break time.  I decided with this break, I should take a shower (I did have that sticky ice cream after all…). Honestly, it was longer than a 5 minute break.  But the important thing is I went back to work, and I kept going til I was done.  

I think by the end, my break time was longer than my work time, but the moral of the story is - - even with a boring task you may dislike - be it reviewing a document or organizing your closet, the Pomodoro Technique DOES work, but you don’t have to do it exactly as advertised.  If you need a longer break, take a longer break, and don’t make yourself feel guilty for needing to!  Productivity is individual, so a one-size-fits-all approach will not work and may actually produce the opposite results if you get discouraged.  Give yourself permission to “cheat” at being productive as long as you get to the finish line.

My husband has a superpower - his awareness of time.  He can be away from anything that would give him a clue to what time of day it is for hours, and still, if someone asked him what time it was, he’d be correct within 10 minutes.  Always - I’ve never seen him fail at this - seriously.  He also has an uncanny ability to estimate correctly how long it’s going to take to drive somewhere or complete a task. I’m so envious because time is my nemesis!  I regularly underestimate how long it takes to do things and sometimes get lost in a task and lose track of how much time has passed.  I live 5 minutes away from a different time zone, so you'd think I would have become an expert by now at converting time, but I honestly still often Google time zone conversions.  And my brain nearly exploded back when Indiana adopted Daylight Savings Time.  Since we "fell back" last night, my time deficiency reared it's ugly head again.  I literally made a chart to figure out how it would work!
​
It really bothers me that I struggle with time awareness - especially since I pride myself in being organized and a planner.  For the past couple of years, I have chosen a word or two to focus on for the year.  This year, I chose “time.”  After contemplating what I wanted to improve on and how I could do that, I realized something.  My natural inability to be aware of or estimate time has actually been what has improved my organizational, planning and time management skills.  I think because I crave control over time, and can’t do it naturally, I’ve had to come up with systems to do so.  This allows me to complete a project by a deadline, fit a lot of tasks into one day, develop plans to assure all bases are covered when I have multiple projects going on at once.

One way I’ve started improving on time awareness is so simple - just a little mantra I’ve started saying to myself.  When I see something that needs done, instead of storing it in my head, I say to myself, “take the time” and just do it right then.  This clears my head, gives me a feeling of accomplishment, and helps me to be aware of how much (or little) time that task actually takes.  I do this for picking up a piece of paper off the floor, putting away my jewelry as I take it off, writing down something I need from the store right when I think of it, cutting out a coupon and putting it away instead of stacking the entire ad somewhere for later, and the list goes on and on.  

​Another tool I’ve been using is the stopwatch feature on my phone.  By timing myself, I found that it takes way less time to empty the dishwasher than I thought it did (6 minutes -- who knew?!?)  and way more time to empty my inbox every morning!  This helped me to start fitting in tasks that only take a few minutes into the small pockets of time I have throughout the day as well as to plan better for the tasks that take longer.  I used to allow only 15-30 minutes to get settled in at the office, process my email inbox, process any paper on my desk, review my tasks for the day and choose my must dos.  I rarely, if ever, accomplished all of that in the allotted time because it just wasn’t possible.  This would cause me to either do the tasks poorly, skip steps and/or feel like a failure every day for not meeting my goal.  After I timed myself for a few days, I found that to do these things well and completely, I needed an hour, on average, each morning.  Setting a realistic expectation for myself helps me not get discouraged and actually be more productive in that hour.

I now use a timer to help me stay on task and not get so consumed in one task that I forget to work on other priorities.  I also use the Pomodoro technique for intense projects that might not be my favorites.  That is where you set a timer and work for 25 minutes and then take a 5 minute break and repeat until the task or project is completed.  There will be a whole post about how this has worked for me coming up soon.  

I used to sometimes lose track of time and be late for a meeting.  It wasn’t that I was spacey, it was that I was getting some deep work done!   I started setting an alarm that makes some sort of funny noise that I couldn’t ignore.  The typical 15 minutes before a meeting alarm was too far in advance.  I’d see that I had a FULL quarter of an hour left and would try to get just one more thing done - then I’d end up being late anyway.  Now I do 10 minutes which is enough time to finish whatever thought I was on, gather my materials, go to the restroom and walk to the meeting, but not long enough to start any new tasks.  
​
I’m still not “good” at time, but I’m becoming more aware of it and using tools to make time work for me instead of against me.  I think getting a handle on our time automatically helps us feel in control of our lives and equates to a sense of order.  Have you used any of these tips or have others that you could share with us?