Time Management

Ask the Organizer

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Some of the biggest energy and time wasters in our lives results from an ineffective system of organization. This can show up in many ways.

It can look like a lack of time management – but really you’re spending too much time looking for things you’ve lost. It can look like getting distracted because of things you’ve forgotten or feeling confused and overwhelmed because you’re surrounded by clutter in your space.

It can look like avoiding or procrastinating – but really, you haven’t organized your goals and To Do list in a way that helps you to prioritize what needs to get done – so you can’t get started.

So, for this month’s Words to the Wise edition, I’m going to hand the reins off to an Organization expert – Joshua Zerkel – for some tips on how to organize your time to avoid communications distractions. (While writing this introduction, my phone rang 3 times!)

Warm regards,
Debra Russell
Certified Business Coach

Boost Focus and Productivity by Reducing Communication Distractions

By Joshua Zerkel
During the course of a given day, think about how many different ways you might be distracted from the tasks you have in front of you – a notification pops up in the corner of your screen letting you know you have a new email, your phone vibrates to let you know you received a new message on Twitter, the phone rings… and the list goes on and on. Let’s face facts – we live in distraction oriented culture, where we’re encouraged to be in near-constant contact with the outside world.

While staying in touch is great in theory, being constantly available to the outside world can be an ongoing source of distractions and interruptions. In my work with clients, many of them say that dealing with these distractions has become a major part of daily life, and is taking a toll on their productivity. Here are some strategies for stemming the tide of interruptions and getting back on track towards being more efficient:

Prioritize your key tasks

Before you start your work each day, take a few moments to write down what your priority tasks are going to be that day. Set aside time on your calendar to work on those tasks, and make those times “communication free zones” – meaning that you won’t check email, answer calls, or instant-message during those times, unless doing so relates specifically to the project you’re working on. Setting aside this space to work on your projects will help you stay focused and get closer to your goal of finishing a given task.

Beware of “helpful” notifications

Pretty much every system we use to communicate, whether it’s instant message, email, social media, voice mail, text messaging, etc., has a way to notify us when we’ve received a new message or communication request. Ask yourself, are these notifications serving you, or are they an interruption? For most of us, the latter is the case. Instead of allowing these tech tools distract you, set specific times during the day when you will check for new messages, email, etc., and turn off the notifications. You could check your various inboxes twice a day, every few hours, or every hour, depending on the volume of communication you receive. Very, very few messages are so urgent that they can’t wait an hour or two for you to return the communication.

Don’t get sucked into the social media vortex

Facebook, Twitter, LinkedIn, MySpace… these are all great tools, and can be a lot of fun. They can also generate a voluminous amount of messages that require your attention and time. If you’re using these tools for purely personal use, limit your use of them to outside business hours, and set some parameters about how much time you’d like to spend on them. If social media is a part of your business, make sure to set aside time on your calendar during your work day to process your new messages and friend requests. Don’t make the mistake of thinking that managing these sites is something that can be done in the ever-elusive “spare time” – keeping current with your profiles has to become part of your scheduled tasks.

These are some of my favorite ways to reduce communication-related distractions – what are some of yours?

Joshua Zerkel, CPO® is a the founder of Custom Living Solutions, a San Francisco-based productivity and organizing consulting firm, specializing in helping busy people save time, space and money by getting organized at home and at work. For more FREE organizing ideas, visit www.customlivingsolutions.com or call 415-830-6345.

Project Management – The Key to Getting Stuff Done!

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Artists MBA, Professional ProgramToo much to do!  It all feels equally urgent!  Oi – where do I start?

Sound familiar?  We have so many demands on us – both externally – people wanting us to get stuff done for them – and internally – fulfilling our dreams and goals.

How do you manage it all and maintain your sanity?

 

In this class we discover:

  • The project management mistakes that lead to procrastination and paralysis
  • The two kinds of projects and how to manage both
  • The skill of prioritizing according to your values
  • How to eat an elephant (I mean, manage and complete a project) – you know – one bite at a time!

Additional Resources for this Class:

Prerequisite Class:

Listen to the Class:

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Ready to get serious? Enroll in the Artists Marketing & Business Academy Professional Program to access these classes today!

Your Tuition ($79 per month) includes all Foundation level classes PLUS the Professional level classes PLUS the Time Management Mastery Course & App.

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Your Tuition ($79 per month) includes all Foundation level classes PLUS the Professional level classes PLUS the Time Management Mastery Course & App.


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Debra Recommends Time Management From the Inside Out

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Debra Russell recommends, time management, Systems

The Foolproof System for Taking Control of Your Schedule–and Your Life

by Julie Morgenstern

I use this book as my “text” when working with private clients on time management issues. I’ve also used this book and Julie’s methods extensively creating my own time management structures. It’s absolutely brilliant!

From Amazon.com:

Those who fear “time management” because they worry about living uncreative or overly scheduled lives will find themselves reassured by Morgenstern’s ability to customize her system. The most important thing readers must do, she emphasizes, is to create a time management system that fits one’s personal style–whether it be spontaneous and easily distracted or highly regimented and efficient. “Just as everyone’s living room looks different, reflecting the individual’s or family’s values and priorities, everyone’s time management system will look different, reflecting what’s important to him or her,” she explains. Fortunately, readers can easily customize her excellent advice while learning how to create a personal time map, streamline routine tasks, conquer procrastination and chronic lateness, and manage all the inevitable crises and distractions of daily life. Speaking of procrastination, what better time than now to try this book out–ridding yourself of all that draining clutter so you can get on with living the life you want? –Gail Hudson

Buy Time Management from the Inside Out now

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Motivation and Momentum – the Missing Ingredients to Effective Time Management

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Artists MBA, Professional Program

Motivation: desire to do; interest or drive
Momentum: force or speed of movement; impetus, as of a physical object or course of events

These two ingredients are critical to the recipe of effective Time Management.  Because ultimately, people only do what they want to do.  Without that desire – you have no motivation.  And without motivation, you have no movement forward – or Momentum.

There are 4 Key Ingredients to effective time management.

These key ingredients are:

  • Time Management Skills
  • Time Management Structure
  • Motivation
  • Momentum

Most Time Management books and courses deal with the first two – and you will find them well covered in Time Management 101. But without the second two ingredients you will find yourself unable to implement the skills and structure with any consistency.

Your schedule may work for a few days or even a few weeks, but then something happens and it all falls apart.

But you don’t need magic fairy dust to create momentum! In this inspiring class you will discover:

  • What motivation and momentum are REALLY made of
  • How to discover what motivates you and use it to create the results you want
  • What 3 things are guaranteed to destroy your momentum and how to avoid them
  • 5 Tools for creating and maintaining your momentum

Additional Resources for this Class:

Prerequisite Class:

Listen to the Class:

Thank you for your interest. This content is visible to ArtistsMBA Professional, Mastery Program members only. Click here to login.

Ready to get serious? Enroll in the Artists Marketing & Business Academy Professional Program to access these classes today!

Your Tuition ($79 per month) includes all Foundation level classes PLUS the Professional level classes PLUS the Time Management Mastery Course & App.

Read the Class Transcript

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Enroll in the Artists Marketing & Business Academy Mastery Lab to access the transcript of this class today


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Next Class:

Ready to get serious? Enroll in the Artists Marketing & Business Academy Professional Program to access these classes today!

Your Tuition ($79 per month) includes all Foundation level classes PLUS the Professional level classes PLUS the Time Management Mastery Course & App.


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Motivation and Momentum-The Missing Keys to Successful Time Management

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What is Motivation?

It is what drives your behavior.  And according to the experts in the sciences of neurology and behavior – 95% of what drives our behavior as human beings is unconscious!  As an actress and director, I studied motivation in my characters – what desires drive my character to act as she does and what conflicting desire drives her to sabotage herself?  That understanding allowed me to create believable characters .

But how can we possibly hope to influence our behavior consciously and intentionally in the real world?

Most people try harder and push themselves.  They beat themselves with self-recrimination, blame, and shame.  And it becomes like Sisyphus pushing his boulder up the hill, only to have it roll back down.  The hopelessness of your efforts can destroy any motivation or momentum you’ve managed to create.  And the amount of energy it takes will eventually burn you out.

From a Law of Attraction standpoint, it is the desire for what you want that both draws you forward (motivation) and draws your desires into your life (serendipity or luck).

It is much more energetically and ecologically sound to draw yourself forward by creating a powerful and inviting vision of what you desire, using your passion to create movement, than it is to push, manipulate and punish yourself into action.

And remember, the basic tenet of the Law of Attraction is that you get what you focus on.  If you are focused on how you are struggling and not doing what you “should” and the lack of what you desire – you are creating more of that lack..

Bottom line – focusing on a specific and juicy vision of what you desire to create will clear the obstacles, and increase your motivation and energy to take the actions that will manifest your vision.

Once you’re clear about what you want (your vision) and you are moving forward towards it,

How do you Maintain your Momentum?

You need to understand how and why you are stopping yourself.  And yes,

YOU are stopping YOU!

Momentum doesn’t come from magic fairy dust.  It comes from within you.

In my experience, the most common destroyer of momentum is fear and the desire to control your speed (and thereby reduce your feeling of fear).  So, notice what you are doing to slow yourself down.  Get wise to yourself.  Because once you are conscious about what you’re doing and what’s motivating that behavior – you have the power to choose differently.

So, once you understand what’s motivating you and you’re working on that, how do you create momentum?  It’s basic physics.  According to Newton’s Laws of Motion – a body that is still, through inertia will stay still.  A body in motion will tend to stay in motion.  So, to create momentum you must get into action.  Even one small baby step can create the shift in energy that will enable you to move solidly towards your goals.

And be willing to be uncomfortable.  That discomfort is evidence that you’re changing your reality – and isn’t that what you want?

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Get Organized

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Artists MBA, Foundation ProgramSome of the greatest time management challenges aren’t about time; it’s a lack of organization!

Some of the greatest financial challenges have nothing to do with money; it, too, is a lack of organization! And relationship issues? Don’t get me started!

 

Lack of organization costs us:

  • Time looking for the things we’ve misplaced
  • Money because we neglected to pay the bill that was buried under the piles on our desk
  • Opportunities because we missed the due date – it was jotted on that post-it note buried under the 40 other things that came in that day

These are the obvious penalties. But having a disorganized space filled with clutter also costs you energy, creativity, and freedom. It affects your self esteem and your mood.

Are you ready to GET ORGANIZED?

Listen to this class, where you’ll learn:

  • How to set your space up so that it works intuitively
  • Easy new habits that allow you to stay organized
  • Tricks for maximizing your space

Additional Resources for this Class:

Prerequisite Class:

Listen to the Class:

Thank you for your interest. This content is visible to ArtistsMBA Foundation, Professional, Mastery Program members only. Click here to login.

Enroll in the Artists Marketing & Business Academy to access these classes today!

Your Tuition ($5 for first 14 days then $39 per month) includes all Foundation level classes PLUS the Time Management Mastery Course & App.

Read the Class Transcript

Thank you for your interest. This content is visible to ArtistsMBA Mastery Program members only. Click here to login.

Enroll in the Artists Marketing & Business Academy Mastery Lab to access the transcript of this class today


Thank you for your interest. This content is visible to ArtistsMBA Foundation, Professional Program members only. Click here to login.

Next Class:

Ready to get serious? Enroll in the Artists Marketing & Business Academy Professional Program to access these classes today!

Your Tuition ($79 per month) includes all Foundation level classes PLUS the Professional level classes PLUS the Time Management Mastery Course & App.


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Procrastination vs. Keeping My Word to Myself

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How do I get myself to do what I’m “supposed” do? So often, that’s what procrastination looks like. I’m supposed to be doing “A”, but instead I’m doing “B”. I’m supposed to get up and shower, but instead I’m cuddling with my kitty and drinking more coffee.

But perhaps the problem is in the way I think about it.

Who says I’m supposed to be doing A?

The problem when you’re a self-employed, small business owner, working for yourself, is that it’s you. It’s all you. And we are not trained to be responsible to ourselves. We are trained to be responsible to others – our parents, our teachers, our bosses. So, how do we learn to be responsible to ourselves?

And therein lies the real skill of time management: being responsible to yourself, keeping your word to yourself. Because I create my own schedule and so, keeping my schedule is keeping my word to myself.

And therein also lies the trap. If I don’t keep my word to myself, what do I make that mean? Does it mean:

“I’ll never be successful.”
“I’m not worthy.”
“I’m a hopeless lazy flake.”

There are so many ways I can torture myself about not keeping my word to myself. But this is just another method of procrastination. Do you see the trap?

The way out of the trap is to embrace the process. Each success or failure doesn’t mean anything in and of itself. It’s all part of the process of me learning to keep my word to myself. I will make mistakes; I will fall on my ass, probably many times. But if I recognize that this is the process of learning to be responsible to myself, no individual failure means more than that one failure.

And so I can learn from that failure and grow.

What did I learn from not keeping my schedule this morning? I learned that the day after I work out, I tend to need more sleep. So, in the future I can schedule accordingly. Going to take a shower now….

Procrastination – A Closer Look

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In the August Newsletter, I wrote about procrastination and I promised to write more about it in the Artist’s EDGE Blog. And here it is 5 months later. The truth is, I’ve been procrastinating about blogging. Oh, the irony! In the Newsletter, my advice is to ask yourself, what’s really going on. So — let’s do that…

When I ask myself — “I’m procrastinating about blogging – what’s that about?” The surface answer is “Oh, I’m so busy. I have too much to do. Other things are more urgent.” And all of that is legitimately true. But it’s not the source of the procrastination. When I look closer and get really honest with myself — it’s fear.

I’m afraid that I don’t have anything important to say. Or that you, my faithful readers, won’t find it important or valuable.

So, this is what I do when I identify fear. I move toward it (as I told the Artists Marketing & Business Academy on our call “Overcoming Fear“).

I have made a few decisions around my writing and blogging. And I want you to know them, so that I am accountable. First, I’ve committed to two hours of writing twice a week on Tuesdays and Fridays. I have many things I need to write, such as the Artist’s EDGE Newsletter, classes for the Artists Marketing & Business Academy and new web pages. Plus, I am also starting my first book.

But here is my commitment to you. I will write a blog post at least once a week during these writing sessions. You heard me — once a week! So you have my permission to e-mail me and call me on it, if I miss a week.