Step-By-Step Tactics for How to Thrive This Holiday Season

The sprint from Halloween to New Year's Day can be a blur, particularly without planning how you really want to enjoy each of the many holidays throughout this season... Thanksgiving, Black Friday, Small Business Saturday, Cyber Monday, Giving Tuesday, Advent, Hanukkah, Christmas, Kwanzaa, Boxing Day, New Year's Eve and more. Now that we are only 50 days away from Christmas, it's the perfect time to be proactive. Here are a few simple steps to get started. ⠀ Step 1: Detail your vision. How would each perfect holiday look, smell, taste, feel and sound? With whom would you be spending time? What would you be doing? Consider every aspect. ⠀ Step 2: Choose your priorities. Every what that has a when is more likely to get accomplished so schedule on your calendar what earns your time: holiday traditions, kids' performances, local events, gift-giving, new opportunities to celebrate. ⠀ Step 3: Integrate your holiday priorities amidst your existing commitments for work, home, community as well as self-care, including what you need to keep your mind, body and spirit fueled. Work-life integration proves so much more productive than the dream of work-life balance. Which of your non-holiday commitments can you delegate, delete or delay? Should you use some PTO from work to address holiday needs so they cause fewer distractions? ⠀ Step 4: Create a budget. Include everything for gifts, decorations, entertainment, food, beverage and travel, taking into account from where your resources will come to cover these additional expenses. Have you culled finances into a special account for holiday needs? Should you be aware of the limit for what credit card you'll use? ⠀ Step 5: Secure your travel details. What are your desired travel dates, and will you be going by plane, train or automobile? Should you get your vehicle serviced? How will you book hotel or other accommodations? Can tech make your trip better? ⠀ Step 6: Outsource what you can. Apps can enable automating certain functionality or you can delegate via sites like Fancy Hands, Task Rabbit and Thumbtack. Better yet, consider a local concierge service to help, such as Errand Girl, Consider It Done! or Metro's Other Woman. They do offer affordable options. ⠀ What steps can you take now to worry less, avoid hectivity and savor every moment? A little work now will make the holidays less overwhelming and empower you to thrive while enjoying it all.

Top Ten Things to Keep in Your Gym Bag

Organize for Success® Turns 10 

In honor of 10 years of business for Organize for Success®, I will be posting a "top 10" list to this blog each day through Wednesday, May 31st. Each Sunday, my team will randomly select from those who commented on the prior week's "top 10" blog posts for a gift card giveaway and free download of one eBook from OrganizeForSuccess.biz/shop. The grand prize for celebrating Organize for Success, LLC's 10 years will be awarded on Thursday, June 1st, randomly selecting from all those who commented on any of the month's "top 10" blog posts as well as those who have subscribed to my eNewsletter for a winner to receive downloads of all 5 eBooks, a pass for my Stress and Time Management online video course as well as a 60-minute productivity consultation via video conference.

As this is National Physical Fitness and Sports Month, today, let's cover the top ten things to keep in your gym bag, particularly to be prepared as you're running there in between other places:

10. Water Bottle - Although it may seem obvious, this is one of the most important items to pack in your gym bag. Having an empty, reusable water bottle that you can refill on-the-go will make sure you are always able to hydrate. I really like the official S'well bottles, which are stainless steel vacuum insulated, come in a variety of colors, keep liquids cold for 24 hours or hot for 12 hours and withstand all sorts of abuse through normal wear and tear.

9. Nutrition Bar - Avoid getting hangry by fueling up pre-workout with a snack. I lean towards options to satisfy my sweet tooth, but pick which of the available healthy options best fits your needs.

8. Protein Drink Mix - Refuel post-workout with a tasty drink. Whether Gatorade, a weight-loss option or something sweet with vanilla or chocolate favor, there are plenty of options that can be added to a singe-serve bottle of milk or water for an easy solution.

7. Workout Clothes - To make sure you always have a tank top, workout pants, sports bra and tennis shoes, keep one of each in your gym bag. A membership to Fabletics allows you to order complete workout outfits form online and have them shipped directly to your home; then, during months you don't want to order, simply tel the website you want to skip that month, and you won't be charged at all. Fabletics offers high quality in a variety of styles, colors, fabrics and sizes to meet anyone's needs.

6. Pair of Socks and Extra Panties - Trying to workout without socks is a recipe for disaster. To prevent any issues, stash a pair in your gym bag, particularly during warmer weather when you're likely arriving to the gym in sandals, which means you won't be wearing socks. The same level of importance applies to having the right underwear, too, so make certain you are properly prepared.

5. Basic First Aid - Whether you choose Band-Aid brand or something else, adhesive bandages keep you able to workout, no matter whether a blister or simple cut might occur, but the need for first aid might not end that simplistically. Be sure to stock your gym bag with a compact sized first aid kit that includes full bandages, tape and gauze in the event of any mishap.

4. Specialty Workout Supplies - Depending on what type of workout you'll be doing, there might be additional items necessary, like a yoga mat, weight-lifting gloves, tennis or racquetball racket, bathing suit, boxing gloves, knee / elbow sleeves and eye protection. Know what you'll be doing before you head to the gyn so you can take the right equipment or, if you regularly do something needing extra supplies, keep those in your bag all the time to make sure you're prepared.

3. Select Toiletries - Use face wipes to swipe make-up off before exercising and clean-up a bit after, which helps fight breakouts. Dry shampoo solves the dilemma of working out with no shower nearby and when you aren't headed home after your workout. BB cream moisturizes your face post-workout while adding subtle coverage to reduce redness and cover any imperfections. Lip balm should be applied before and after each workout to keep your lips hydrated and prevent the distraction of dry lips during any workout. Baby wipes are useful in wiping down any particularly sweaty areas or to clean-up any space during your workout session; then, make sure you have deodorant to reapply post-workout. I recommend keeping some coconut oil in your bag as the uses for coconut oil are endless. And don't forget a brush!

2. Tech Tools - At my gym, our access card is within the smartphone app so it's imperative that I remember to take my phone inside. Likewise, music can be an essential element of working out for many of us so make sure to take some headphones to play your favorite tunes from your phone. JayBird's wireless pair of earbuds fit securely on your ear, have a a sweat-proof warranty and offer 8 hours of battery life. If the locker room offers access to an electrical outlet, keep an extra set of charging cords in your gym bag to recharge your devices before or after working out; the Neet Cable Keepers will protect your charging cables, make it easier to wrap them up for stashing in your gym bag and add color to differentiate which cord goes with which device. Keep your tech tools organized and easily accessible with some sort of zippered bag or the Leather Charger Roll Up from Mark and Graham.

1. Towel - If your gym charges a "towel rental fee", you'll want to avoid it; if your gym doesn't add fees for towels, avoid being left without one when all the clean towel supplies run out. Sweat in your eyes and slippery yoga mats won't help your workout success so be armed with your own towel, preferably a microfiber cloth as it absorbs well and dries quickly. If not a microfiber option, consider Nike's Jacquard Towel, which is small and cotton, coming with a carabiner so you can hook it to your machine for easy access.

What kinds of things do you keep in your gym bag? Are there any on this list that you'll be adding to what you have?

Redefining Productivity for Greater Success - Proactively Planning Your Efforts Will Boost Achievement of Goals

One of 6 tenants to productivity being "efficiently working at effectively achieving desired results" is how proactively planning your efforts will boost success for your goals. In January, I looked at what it means to "be productive" or "boost productivity"; today, I'll do the third of 6 deep dives into specifics for redefining productivity to achieve greater success via tactics for planning.

As discussed before, when a team goes into a game, its coaches have scouted the opponent, determined which of the team's strengths match up best to the opponent's weaknesses and created a game plan. Each team adjusts its plan based off how the game progresses, but the chance of winning at all depends greatly on starting with a plan. The same applies to living your life: plan your weeks and days while making adjustments as time progresses so you attack your priorities instead of getting sidetracked by others.

Whether on Friday, Saturday or Sunday, allot time at the end of each week to review the week ending as well as plan for the week ahead. Take control of your productivity by creating your own weekly game plan. I consider this process my weekly strategy session, where I plan for how to address the following:

• Tasks - Every project needs to be broken down into smaller, more manageable action steps; each of those actions should be assigned a deadline so there is an associated timeline. Evaluate which actions scheduled for the week ending were left undone and should be carried forward; then, determine when each of those incomplete tasks will get done. Decide what new tasks should be added to your to-do list; assign deadlines for each.

• Team Communications - Get in-depth updates from each member of your team (at work, at home or involved with the community projects you're currently addressing), including what is working, what is not working and what needs attention.

• Client Communications - Catch-up on processing outstanding emails, calls and snail mail. Reach out to schedule time with those who have been needing your attention. Touch bases with clients from whom you've not heard lately, whether with gratitude, to wish a happy birthday or simply seeing how things are going. Some should include a call to action but not all.

• Time Commitments - Review the upcoming week's commitments to ensure you've scheduled time for completing whatever preparations have yet to get done. Be certain your calendar includes buffers for travel to appointments as well as time to deal with the unforeseen that might arise.

• Personal and Professional Development - Determine opportunities for growth, including any training, networking or events that will move you towards your goals. Evaluate anything you've received via email or snail mail that has an imminent registration deadline, and decide whether to attend.

Be strategic and map out a specific plan for addressing all that supports your priority goals, understanding that "every what assigned a when is more likely to get accomplished." I have yet to find a "Someday" on any calendar; there is always Monday, Tuesday, Wednesday, Thursday, Friday, Saturday and Sunday but no Someday, which means assigning time for completing actions moves the results of their completion from dreams to goals.

As we all know "the best laid plans of mice and men often go awry", it is imperative to allocate time daily to reassess and make sure the next 24 hours continue along the right path. We live in the real world, and things happen to derail even the most well thought-out plans. As hiccups arise, adjustments will need to be made, but your days will be guided by your weekly strategy, which will be empowered and reinforced with these daily wrap-ups. Address these items at the end of each day:

• Communications - Get updates from team members and "hot prospects", new and returning; touch bases with those that need awareness of what's happening and what you're doing.

• Tasks - Review the to-do list from the day ending, determining which incomplete tasks can be completed when. Prepare the next day's must-do list, documenting what 3-5 action items will be realistic for the next 24 hours so you can hit the ground running to complete them starting first-thing in the morning.

• Time - Evaluate your schedule for the next day, verifying that you're prepared for it all. If you're not yet ready, when will you make time for completing those preparations.

• Workspace - Tidy up... File new items, return that day's work into each item's home and set out the materials for whatever you'll address first upon returning to your office.

• Successes - Celebrate all you've accomplished in the day that's ending. If you got out of bed, you accomplished something! Acknowledging these wins motivates doing more.

• Gratitude - Make note of that for which you are grateful at the end of each day, whether one item or a list of things, and consider all areas of your life (home, work, community, self).

• Final Preparations - Plan from where your meals will come, including breakfast, lunch and dinner. Will you pack your lunch or go out to eat? Do you need to put something in the slow-cooker that evening or in the morning? Then, check the forecast and pick out each detail of what will be necessary for the next day's outfit, including jewelry and undergarments.

With proper planning, what matters most to you finds time in your schedule, and you stay on track amidst all the curveballs that life throws your way. What steps do YOU take to plan ahead?

Get Clear For The New Year Week #2: Weekly Strategy Session, Morning Jumpstart and End-of-Day Wrap-up

Last week, we discussed determining and, then, focusing your actions on your personal and professional priorities, goals and objectives. To do this successfully, it is imperative to be proactive. 

If you wait until your week unfolds, you are often at the whim of others’ priorities; if you take time to plan your approach beforehand, checking your progress throughout, you are more likely to build a structure for focusing on what’s most important to you. Here are tools I recommend building into your regular habits for ensuring the greatest success in marrying your actions to your priorities:

I. Weekly Strategy Session: Whether you accomplish this at the end of your Friday, sometime over the weekend or first-thing on Monday morning, it is imperative to create a game plan for the upcoming week. Just like football teams wouldn’t go into a game with out a plan, you need a game for accomplishing all you intend for your week. In each weekly strategy session, focus on these items…

- Evaluate which of the prior week’s tasks were completed, determining what’s left undone and must be carried into the new week; then, reschedule each undone “what” to a new “when” so you have a clear timeline for winning.

- Clarify any changes to your priorities so those people and activities most important to you get scheduled accordingly; start your weekly game plan by allocating time for what’s most important before anything else.

- Review the upcoming week’s commitments to ensure you’ve prepared for the related tasks and appointments; as appropriate, include when you’ll sleep, when you’ll workout and what you’ll eat.

- Determine additional opportunities for personal and professional growth; what actions or connections will move you towards accomplishing more of your goals?

- Map out a game plan for the upcoming week’s activities, remembering that every “what” assigned a specific “when” is more likely to get done but that you have only so many minutes allocated to your week.

II. Morning Jumpstart: While we all believe we are superheroes who can accomplish a never-ending list of tasks and appointments, each of us is only one human-being; therefore, it is important to start the day on the right foot to accomplish all that is realistically possible. Jumpstart your morning in these ways...

- Enter each day of your life with 3 - 5 items that are “must do” for that day, whether those are appointments or tasks, as that is a realistic goal. If you complete more, that is a bonus.

- Follow the philosophy of “swallow the frog” such that you complete the most difficult and vital task or item you’ve been avoiding before moving to others.

- Keep in mind the saying that an elephant is eaten one bite at a time, and break projects into smaller, more manageable action items, starting each of these on your list with a specific verb.

III. End-of-Day Wrap-Up: I like to think of the last 15 minutes or so of each workday as my “check-up from the neck up”, and I always aim to accomplish the following activities…

- Review the day’s tasks, preparing the next day’s “must do” list based off what was left undone from today as well as what must be done for tomorrow.

- Evaluate your schedule for the next day and verify that you are prepared for everything coming up.

- Get end-of-day updates from each of your team members.

- Tidy up your workspace, filing newly arrived items while putting the day’s work back into each item’s assigned home.

- Reflect on your greatest success from that day, and make note of that for which you are grateful.

If you’re having trouble completing any one of these processes or think they are taking too long, you can use a timer to move things along… Here are a few benefits from using this productivity tool:

- Once you get rolling, you might not stop as activity breeds activity, ending procrastination.

- You can do anything for 15 minutes or so, better keeping yourself focused over a shorter duration.

- Shorter times allowed for specific activities lead to an extra burst of energy, driving greater output.

ASSIGNMENT: Visit http://youtu.be/Kt0UAyzyvpQ to see a video related to this blog post; then, this week, start developing the habits of a weekly strategy session, morning jumpstart and end-of-day wrap-up. Find an existing habit with which you can connect each of these new processes so you are more likely to get them all completed; then, set a timer to see how quickly you can accomplish each one. Reward yourself for successfully doing each of the three, celebrating every step towards developing them into habits.

Do you currently complete a weekly strategy session, morning jumpstart and / or end-of-day wrap-up? If you do, how have these boosted your productivity? If you don’t do them already, how can you incorporate these into your existing workflows to better boost your output?

Were You & Your Business Prepared for Recent Winter Weather? Be Prepared For Future Emergencies

 Did last week’s winter weather catch you off guard or were you safe at home with all your supplies before a single flake fell from the sky? When Mother Nature throws us a curveball, there are many different details to be considered; in addition to physical safety, businesses must consider how to get the word out about schedule or service changes and how to fulfill commitments.

Still, it is not just weather-related issues that can be emergencies for you and your company…  An emergency is any situation posing immediate risk to life, health, property or environment, which can include computer crashes or viruses, contagious diseases, earthquakes, fires, floods, hurricanes, ice storms, random power outages, shootings, terror alerts, theft, tornadoes, tsunamis and, even, death.

While the thought of something bad happening might be too difficult to consider, it’s vital to take simple steps to protect yourself, your team and your overall business. Here are steps to get started.

First, make a plan. What types of disasters are possible for your area? If you must evacuate, who makes that decision, what should be the exit plan and who do folks contact to check-in that they’ve made it to safety? What essential equipment must be taken from the premises as you are evacuating? How do you turn off water, gas and electricity at the main switches or valves? Where is your fire extinguisher and how do you operate it? From where can employees obtain important updates, especially when and where to return to work, particularly if there is a back-up location or if team members will be working remotely? How will you facilitate payroll in an emergency situation? Might it be helpful to keep some cash in the office, just in case you can’t get to the bank? Engage your entire team in this planning as each employee will have a different perspective and bring new ideas to the process. Further, it is important to keep these business policies and procedures in writing.

Second, prepare for communication gaps. There are many groups of individuals who will want to know what your company is doing in various circumstances. Where should employees look for necessary directives? Which team members will need to know what? What questions will arise from vendors about how business will continue? How will you notify your customers of operating plans and ways to interact with you? Will you continue to offer customers support via email, phone, online chat, eFax, snail mail or what? How soon will customers’ experiences with your company return to normal, and what should be expected in the interim? Is a press release necessary to alert the public of your business’ plans? An excellent example from this past week is how local florists were impacted by winter weather over the days leading into the Valentine’s Day holiday… If your business depends on certain dates, it may be even more important to alert consumers of your plans related to those dates. How can you utilize your website and marketing materials to communicate your emergency game plan?

Third, ensure you have the right supplies should it be unsafe to go out and you get stuck at work, at home or in your vehicle. While basics like first aid kit, matches in a waterproof container, food / water, flashlight with extra batteries, whistle, dust mask, moist towelettes, garbage bags with plastic ties, wrench, pliers and local maps from http://www.ready.gov/build-a-kit remain very important for us all, your specific needs might go beyond that list. Should you add bug repellant, sunscreen, compression stockings, small sewing kit, safety pins, pocket knife, generator, plastic sheeting / tarp with duct tape to shelter-in-place, heavy-duty work gloves, buckets, gas can with funnel, solar-powered chargers and fire escape ladders for higher stories? Plus, be sure to stock each company vehicle just as you have supplies in offices or at your home, including a flashlight, reflective vest, life hammer, flares, tire repair kit, vehicle battery booster, compass, bottled water and basic tools. 

Fourth, prepare your personal and company’s property to withstand disaster. Taking into account what hazards are likely to hit your property in each type of disaster, like flooding, extreme wind, piles of snow on your roof and electrical blackouts, what can you do to safeguard your essential business equipment? Do you utilize hosted email exchange server, hosted VoIP and cloud storage to backup messages as well as secure vital documents should your physical location be impacted by natural disasters? Further, does your building meet current safety standards to survive what disasters might strike? Should you earth or elevate equipment for its protection? If there is advance notice for any emergency, how early do you take proactive steps to prepare property?

Fifth, keep important paperwork ready for your business, just as you would for your family or yourself. Do you have your insurance policies and related contact options easily accessible? Have you scanned business licenses, permits and property deeds into the cloud so they’ll be available if you must relocate? Is there an easily accessible list of your company’s service contracts with applicable contact information as well as financial account details and their associated contacts’ details? What should be stored in the cloud? What should be stored in fire- and flood-proof safes? Are there needs specific to your industry or your location?

Sixth, keep all contact records up-to-date. While I always recommend utilizing a Customer Relationship Management Tool, in the instance of an emergency, where you are storing the information is not nearly as important as having accurate and up-to-date contact information. You’ll need to notify customers, vendors and employees alike of your plans to continue operating as usual or re-open on a specific date as well as how to communicate / interact with you during every step of the recovery process. If you don’t have their contact preferences, you cannot convey this necessary information, and that may delay getting back to normal.

Maintenance is important! Once you’ve established a solid foundation, be certain to review your plans and supplies at least every 6 months. Train each new hire immediately as he / she joins your team. Conduct fire and emergency drills regularly, scheduling regular reviews of how to operate fire extinguishers, changing smoke alarms’ batteries and conducting regular training for team members on First Aid, CPR and AED. Finally, to support ongoing success, when disaster strikes, document what worked or didn’t for future planning.

On a related note, I am a huge fan of Evernote as a tool for helping me “remember everything”. It’s not just about making notes or keeping information available in the cloud so that it’s easily accessible everywhere; it’s also about finding what I need quickly when I need it. Emergencies are an excellent example of where Evernote is useful. Whenever an emergency strikes, it’s easy to slip into a panic. Well, checklists are helpful in panic-prone situations, and Evernote is an excellent location to store those necessary checklists. Beyond that, though, many details related to your company’s tech tools, products, service contracts and accounts could be easily stored in Evernote.

Take action today… Think about all the possible issues that might face your company. Create a contingency plan so your business operates with continuity regardless of the situation and circumstances that you and your team shall face. Will you be prepared when Mother Nature strikes next or when we are faced with a terror attack? What is your game plan for your business when facing various emergencies?

Tools for Mind-Mapping

Mind-mapping software can help you become a better, more creative problem solver, identifying gaps in data and working through specific processes. Each option's flexibility helps you reach clarity faster on key issues, organizing your decisions regarding identifying, prioritizing and tracking key project tasks. If you aren't already using a mind-mapping tool, here are some options for you to consider:

- The most popular mind-mapping software is MindMeister, available via mindmeister.com, which is very easy to use, is less artsy than most others and works on Android, iPhone, iPad, desktop, etc.

- ConceptDraw, available via conceptdraw.com, is a serious mind-mapping, project diagram and planning (Gantt Charts, etc) tool that works via PC or Mac.

- Curio, available via zengobi.com, is focused on creative brainstorming and project management, making it a good option for mind-mapping.

- Creately, available via creately.com, is easy, attractive and intuitive, offering an online tool for creating collaborative mind maps and concept maps. Works for both teams and individuals.

- iThoughts, available via ipadmindmap.com, allows you to import and export mind maps to and from over 7 of the most popular desktop mind map applications for use on iPad and iPhone only.

- Novamind, available via novamind.com, is great for folks looking to make fun and colorful mind maps.

- Lucidchart allows users to drag and drop shapes onto its canvas to quickly start flowcharting and mapping out a process; this tool has redesigned the entire process of mind-mapping so you can easily create whatever flow chart, wireframe, mind map or org chart you need. Found at lucidchart.com, it works with Google Drive, Google Apps, Macs and PCs alike.

When comparing these options, what's most important is your comfort level with how that particular tool flows. Therefore, I recommend you take advantage of each option's free trial, and look closely at the online demos.

Smart Planning Makes Quick Work of Your To-Do List

When your desk is piled high with "to-do" items, it's easy to stall if you don't know where or how to begin... Here are tips to increase your productivity and tackle projects, both big and small.

Do the hardest thing first... Instead of starting your day by checking messages, rifling through the mail or taking care of easy administrative tasks, attack the hardest, most challenging or least enjoyable task earlier in the day, when your energy level is probably higher and your mind is most certainly clearer. Carve out a chunk of time each morning to tackle those heavy-duty projects, avoiding the procrastination often associated with large jobs. In other words, plan to be "proactive" in the morning so you can be "reactive" during moments that pop-up later, knowing your most pressing projects have been handled earlier in the day. It may not be easy to start with the hard stuff, but you'll get the momentum going and feel accomplished all day long.

Know your natural energy patterns... Although being proactive early so you can be reactive later is very important, it is equally important to tackle the hardest tasks when your energy level is at its highest, which may be first-thing in the morning or may come at another point in your day. Monitor your reaction to various activities at different points throughout the day over the next week so you can schedule your day accordingly. Then, once you know the time of day during which your energy level is at its highest, schedule your toughest tasks during that daypart, and be firm about maintaining those appointments with yourself.

Clear the clutter out of your brain... Write it down! Since the average desk worker spends 3 hours per week sorting piles to find the project needing to be worked on next, you can start getting your work under control by writing down the "to-do" items and bright ideas floating around in your head. By relieving your brain from remembering tedious details, you allow new, creative thinking to develop in there. Create a running list of phone calls to make, things to discuss with coworkers, supplies to get and other small-detail tasks. Create another running list for brainstorming, creative planning, ideas to attack down the road and life-long goals. Keep all your lists in one place, like a multi-subject, spiral-bound notebook, in your planner or on your computer / PDA, making it easier to see what can be delegrated and preventing the endless search for Post-It notes scattered about. Then, as you work into this system, use that same location for meeting notes, phone messages, things to be recalled from ongoing discussions and everything else that's been needlessly filling up your mind.

Plan for tomorrow at the end of today... Take the last 15 minutes of each workday to create tomorrow's "to-do" list, but be realistic about what can be completed in one day. Focus on 3-5 priority tasks, which can be written on a 3" x 5" index card to keep in front of you throughout the next workday. This habit of planning will give you the gift of focus, allowing you to get a jump-start the next morning, particularly important when following the "do the hardest thing first" suggestion listed above. By writing down everything that needs to be accomplished tomorrow, you create a map and can prioritize so urgent needs get done. The process of putting your thoughts in writing helps you relax at home because you'll know the "to-do" items that have been scrolling through your head are now all down on paper. Plus, during the end-of-day planning process, you can reflect on the great work you accomplished during the day, enabling you to leave work feeling proud as well as excited for tomorrow.