7-Step Sunday Checklist for a More Productive Week

Being born September 20th, I am a Virgo, and, as such, I have a need to organize what's in my mind, utilizing checklists as needed to keep my mind on track. Even if you aren't naturally a planner, I believe it's important to enter a new week with a game plan so you make every minute matter and attack your goals proactively rather than reacting to what's asked of you. Yes, it's important to take time over the weekend to recharge and relax. Yes, if you are religious, weekends are important times for worship. However, investing a little bit of time each Sunday in the following can pay off immensely by laying the foundation for a productive week ahead. Make time today to address each of the following:

1. Write down your goals for the week. Our brains are meant for thinking, not remembering; therefore, it's important to document what you need to recall later. Determining your priority tasks and listing them out enables you to know what needs to be achieved, set deadlines and be more likely to get things done. If you've already completed your Weekly Strategy Session, you have a game plan, but, if not, at the very least, take time to list out your goals for priority tasks to complete in the week ahead.

2. Create a blank slate for completing your priorities. Return to their homes the items atop your desk that you have been using for work. Put away the papers and objects in your "to file" stack. Move into folders the random selection of documents downloaded to your computer's desktop. Return your email to the desired "inbox zero" status (or as close as possible). Clear your clutter!

3. Get a head start on your marketing tactics for this week. Can you draft, edit or add photos to what blog posts will go live? Can you schedule some of the content to be posted on your social media channels? If you have networking events to attend, can you check out the registration lists to see with whom you need to connect? Have you or your team placed what advertising buys are needed? Take action now to double-check what's up so you don't worry later about what might've fallen through the cracks.

4. Plan from where your meals will come. We each need to eat regularly to stay alive, but waiting until we're hungry to figure out what we'll eat can be a recipe for poor eating. Instead, take time to plan your meals, incorporating options for using a slow-cooker, cooking mass amounts over the weekend for meals throughout the week, ways in which the same elements can be reused in different ways and pre-packing lunches. Assuming you eat 3 meals each day, there are 21 opportunities for creatively streamlining.

5. Lay out each day's outfit for the week ahead. Check the forecast and pick out each detail of what will be necessary so you aren't scrambling in the morning. This should include what purse to carry, what jewelry to wear and what undergarments are needed. Plus, I find this is an excellent opportunity to make sure everything in my closet is hung or in the basket where it is supposed to be; an organized closet makes it so much easier to find what's needed for that perfect outfit you'll need at this week's big presentation.

6. Connect with those who matter. Outreach on social media to share content that might be of value to a friend, congratulate someone for a big accomplishment from the week ending or say hey to a contact you've been missing. Better yet, get together in-person or via video chat with someone who is special to you; spending time with people who know or love you will fuel your soul and re-enforce your identity. Then, talk through logistics with your family; since we all wear many hats, working through commitments with your spouse, kids or roommates will make sure folks get where they need to go with what is needed while managing how much stress is experienced. We don't want preschool calling in a panic because someone got left behind, right?

7. Wash and change your bed sheets as well as your bath towel. I recently saw someone post about the pure joy she felt when jumping into bed on Sunday with clean sheets so that's becoming my new habit, rather than washing them on Saturday or another night of the week. Such an excellent idea!

What steps do you take over the weekend to prepare for the week ahead? Will you be starting any of those listed above? What tactic do you find most helpful in being proactive?

Baker’s Dozen Rules for Proper Time Management

How do you handle managing your time? Do you have a philosophy or best practices by which you swear for time management?

If you’ve been reading my blog awhile, you know I believe in managing our actions and the tools at our disposal rather than talking about time management as there’s nothing we can do to change how each day is limited to only 1,440 minutes. Still, this National Time Management Month is a great time to discuss some basic principles for best investing our limited time.

Here are some of what I recommend as basic principles for investing your time and, thereby, making every minute matter:

1. Saying yes to doing one thing means no to another. As time is a limited resource, we cannot invest the same minutes in multiple ways, and we can’t get back what minutes we’ve already invested elsewhere.

2. Be proactive in planning how to invest your time with monthly reviews of what’s upcoming, weekly strategy sessions to draft plans and daily wrap-ups.

3. Assign a “when” to each “what” to get more done. I have yet to find a calendar with “someday” but I complete tasks for which I’ve set aside time.

4. Plan no more than 3 – 5 “must-do” tasks per day. It is easy to feel like we are superheroes who can complete endless lists of to-do items; however, we are all human and can do only so much with what time we are gifted daily.

5. Enlist your energy level as a productivity tool. If your energy peaks first-thing in the morning, you may choose to tackle your most difficult tasks first; however, if your energy peaks later in the workday, you may prefer to start with easier tasks and build momentum to do your more difficult work later.

6. Align your actions with your priorities and goals to prevent burnout. As what’s important may shift over time related to work, home, community or society and the private realm of mind, body and spirit, continually audit how you are investing your time and focus your actions to what’s important.

7. Delegate or automate when you can. Consider resources like Fancy Hands, Fiverr, Guru, Help Tap, Moonlighting, Task Rabbit, Thumbtack, Upwork and 99Designs to enlist others’ help for getting things done; alternatively, If This Then That, Podbox, Zapier and social media managers like Buffer, Edgar, Falcon Social, Hootsuite, SocialOomph and Sprout Social help you “set it and forget it” so things happen without you having to invest your time to do it all.

8. Keep a list readily available of which tasks can be done in a 10- or 30-minute time slot so you are prepared to hit the ground running when those free moments magically appear.

9. End procrastination. Break projects into bite-sized actions so each step is less daunting. Ask for help or seek direction on anything that is ambiguous. If a task takes less than 5 minutes, just do it. Assign rewards for celebrating successful completion of tasks or ramifications for missed deadlines.

10. Utilize a timer. Get started on a “big, hairy, audacious” goal. Capitalize on how activity breeds activity. Attack challenging tasks for shorter times. Stay on task when working for a longer period of time. Energize greater results with shorter spans of effort.

11. Limit distractions. Turn off the pings and dings for notifications. Send your phone directly to voicemail as needed. Set a timer for how long you will use social media. Consider working remotely at times. Employ technology (like KeepMeOut, LeechBlock, Nanny, SelfContol and StayFocused) to block distracting websites temporarily.

12. Manage your tech instead of letting it manage you. Typical smartphone users check their phones 150 times a day, and it takes time to re-focus on the task at hand whenever distracted by our tech tools. Start with these tips to manage email and, then, make your mobile device a tool working for you rather than technology to chain or confine you.

13. Do not confuse immediate or urgent with important. What are the consequences of getting something done sooner versus later? When folks get you to stop working on what is important to achieving your goals in order to address their needs, they are managing your time; if you were unavailable, whether due to meetings or travel, an immediate issue would have to wait.

What tactics do you utilize for making every minute matter? Have you had success with any of those listed above or will you be implementing any of these strategies?

Utilize Failure to Get Better Results Next Time

Even the greatest of success stories have included failures throughout their journeys. Abraham Lincoln, Albert Einstein, Bill Gates, J.K. Rowling, Michael Jordan and Steve Jobs are examples featured in this infographic from Online MBA Today:

Source: OnlineMBAToday.com

As 90% of business startups fail, it is imperative to learn from our mistakes so we can pick ourselves back up and become successful. To learn more about these famous fails as well as how you can turn failure into success, please visit http://www.onlinembatoday.com/without-fail/. Here are a few key steps listed as important in turning failure into success:

1. Investigate what went wrong.

2. Learn from each failure experienced.

3. If you're accountable for the failure, accept responsibility and, then, move on rather than dwelling on it or beating yourself up.

What techniques do you utilize to turn your failures into successes? Which of those suggested by Online MBA Today will you implement for even greater results?

Is the Sum of Your Life's Parts Greater Than Each Alone?

As I was flipping through a catalog from Franklin Covey recently, I came across a quote that really reflects one of my productivity philosophies: "The sum is greater than the parts... When it comes to organizing your life, nothing happens in isolation. As you take an active role in planning your days, weeks and months, the choices you make influence each aspect of your life, multiplying and amplifying your results." It is only by proactively planning for each element of our lives that we are able to achieve our optimum overall outcome.

I love the quote of how TEAM stands for "Together, Everyone Achieves More", referring to the phenomenon how many different people working in harmony towards a shared goal will culminate in greater results than any individual working alone. Yet, that quote applies to much more than simply humans working together, including the power of work-life integration.

The are many elements encompassed in life: work, home, community and the private realm of mind, body and spirit. True harmony can come from integrating these various elements together. While the percentage of each day's 1,440 minutes fluctuates between elements as your priorities evolve, the return on investment of time in each element includes enhanced results for all the other elements in our lives. The benefits from one will boost the benefits experienced from others.

For example, by volunteering for a non-profit, we can learn skills that help in our businesses; likewise, managing our teams at work can help when leading our families at home.

According to Dictionary.com, synergy is "the interaction of elements what, when combined, produce a total effect that is greater than the sum of the individual elements", and this can benefit your productivity. Utilizing the synergy between elements of your life leads to better work - life integration and enables you to more thoroughly achieve your desired results.

How do you utilize work-life integration for greater productivity results? Are you regularly auditing your investment of time to ensure the way you're spending your time best reflects your priorities? Are there creative ways to achieve multiple goals with individual actions?

Don't Be Rude; Schedule Time For What Matters

One way to truly make every minute matter is to "schedule your priorities". At its truest essence, this means you identify the essential and eliminate the rest. However, there's much more to this than simply eliminating that which does not work towards achieving your desired results nor aligns with your priorities.

Here's the scenario: As our lives get busier or we find ourselves drowning amidst the information avalanche, folks are choosing to be rude, whether consciously or not. A friend, acquaintance or colleague sends you a text, messages you via social media, emails you or calls you with a particular question. She wants to see if you can join her for an event or he needs your help on something specific. Yet, you are overwhelmed by all that is going on in your life, and you either never respond or it takes you days to get back to that person, often making her wait to proceed, missing a deadline to get registered or having the event sellout before you get tickets.

Don't be rude... When you schedule your priorities, it means you make time for what matters. If you delay responding to requests for your time or simply disregard them completely, you are telling the other person that he or she does not really matter to you. Maybe that person is not one of your priorities, which is why you aren't able to find time in your schedule for getting together; eventually, he or she will gather your message about not being important to you, but do you really want the way in which you conveyed that message to reflect poorly on you?

Instead, be upfront about your time limitations and that you have to focus your limited time elsewhere. Maybe you have a short-term project that is really draining your resources, which is something you can share as a specific time drain; however, it could simply be that your interests have changed. Whatever your situation, don't avoid confrontation; be straightforward and professional as you explain that you cannot make time for getting together.

On the other hand, if you come away from experiences with any one person thinking "wow... I really enjoyed that time" or "that was so much fun", maybe you need to rethink how much of a priority that person is and find time in your schedule to invest in that relationship. Sometimes, keeping it low-key and casual makes finding time for a relationship much easier. If you don't have time for going out, could you have a cup of coffee or glass of wine at one of your homes? Could you combine a Zumba class or walk through the park with catching up? Maybe you'd like to video chat via FaceTime, Google+ Hangouts, ooVoo, Skype or Tango. 

Take action... Is there someone you need to reply to about not being about to get together? Is there a lingering request that needs your attention? Is there someone with whom you need to schedule time for catching up?

Leadership Lessons from Super Bowl 50 Champion, Peyton Manning

Photo Courtesy of NFL Instagram

Whether in his Leadercast conversation with Bill Rancic, his interactions with his teammates or how he handled media relations leading up to yesterday's Super Bowl 50, Peyton Manning offers a plethora of leadership lessons for professionals in many different industries. At 39 years old, Manning was the oldest quarterback to start in a super bowl and, therefore, the oldest to win one. After 18 years in the National Football League, Manning has a wealth of knowledge to share; as a huge football fan, I've followed Peyton Manning's career, and here are the top five leadership lessons he's shared that resonate well with me:

1. Learn to thrive on being uncomfortable. As Manning explains, "As much as a quarterback would love a perfect pocket every time, it's not real life." With that in mind, Manning practices "awkward throws", and his coaches push a blocking dummy into his feet to simulate a pass rush. For workplace leaders, the lesson is to escape your comfort zone so you can fuel groundbreaking ideas. You might be amazed by how trying something new or working amidst chaos will push better results.

2. Find a new way to do the old job. After 14 years with the same franchise, the Indianapolis Colts, Manning had to switch to the Denver Broncos at the start of the 2012 season. At the same time, after a year off necessitated by four neck surgeries, Manning had to adjust to a new physical state in some specific ways: he became skilled in throwing shorter routes, learning to get rid of the ball much more quickly. Although some may refer to him as a "game manager", his focus on studying the competition and his team's game plan have proven to be his greatest assets in achieving success at keeping his team in position to win amidst very different circumstances than he's faced ever before. As Manning explains, "I've looked for different ways to move the chains and put us in a position to win"; likewise, for workplace leaders, the world around us is constantly evolving so we must continually tweak our products, services, processes and tools.

3. Work hard. Manning has a legendary work ethic. It has been documented regularly that he would not have succeeded as he has without the hours and hours he has invested in practice, film study and throwing repetitions. He's often the first to arrive and last to leave the stadium, and his teammates point out his intense efforts regularly. For workplace leaders, it is important to be intentional about what we want to improve; then, proactively schedule actions to work towards getting better. Focus on a series of small action steps that you can realistically complete as you work diligently towards achieving your goal, taking baby steps every day.

4. Invest in a coach. When recovering from his neck surgeries, Manning relied on his former position coach at the University of Tennessee, David Cutcliffe, and, to this day, Manning likes working with him because, as Manning explains, "Cutcliffe does not hesitate to yell at me for my mistakes". Likewise, Manning continues to rely on his former head coach at the Indianapolis Colts, Tony Dungy; immediately following his win in Super Bowl 50, Manning quoted his most recent advice from Coach Dungy, and Manning has not wavered in repeating the same refrain. For workplace leaders, once you find someone whose authority you respect, encourage them to push you diligently to meet higher and broader demands of life with each step in your growth and development.

5. Understand how success stems from relationships. Many refer to the old saying of "it takes a village" as a cliche; however, to me, it is a fact of life, and I have found the same to be true for Manning. As he stated, "You can have the swagger of a winner, but never be convinced that your greatest accomplishments are made alone." Manning's greatest joys and successes have resulted from his working with and helping others. For workplace leaders, it is imperative to surround yourself with those who share your mission, vision, values and desire to achieve better. Together, everyone achieves more and can attain much better results.

Looking for more insights from Manning that can better your day-to-day results? Read Brian Dodd's "Live Notes from Leadercast - 56 Leadership Lessons and Quotes from Peyton Manning".

Have you found success using any of these tactics? Which can you implement now for even greater results?

Maintain What Systems You Create

As we start February, it is time to reflect on the progress made thus far this year. On this blog, we have covered so much ground throughout January. From habits that will aid being proactively productive to tools that one can implement for better or more efficient results, there are so many tiny tips to fuel your successes.

Yet, the 31 posts I've shared to jumpstart your new year are only the start. It is important to get organized and create systems; however, maintaining your organization is where productivity fuels true success. The challenge moving forward is to maintain what foundation has been developed.

Since none of us can envision all the hurdles we will face going into making changes, be reassured that backsliding is normal and to be expected. However, how we respond to those hurdles and any regression that occurs will determine our ultimate success.

Ask others for help to keep you on track. When you share your goals and what actions you are taking to achieve your desired results, you create a type of accountability that helps. Still, outwardly soliciting others' support is even more powerful.

Take charge of what resources are available to you. Sign up for free newsletters that will continually remind you of where you want to be headed. Join Facebook groups or Google+ circles that can provide ongoing support with changes you'd like to maintain.

Utilize reminders to stay the course. Set alarms on your mobile devices to trigger your new habits. Add sticky notes or labels around your workspace, home or vehicle as visual aides.

Be willing to continually review your progress. What works for someone else often won't work for you so you might need to tweak what habits, techniques and tools you've adopted to best meet your personality and specific needs. Plus, as the world around you evolves, your needs will change, and  you'll need to adapt suitably.

Take action to overcome common impediments to change, and you'll reap the benefits of success throughout the year. 

What have you implemented from my posts throughout January to jumpstart your new year? What is your game plan for maintaining that organization so your enhanced productivity can fuel your true and continued success?

Document Everything

Our ever-growing to-do lists, reference materials, resources, process outlines, checklists, websites to visit, shopping lists and much, much more... The amount of information we need to remember is constantly getting bigger and bigger. How can we possibly remember it all, let alone act upon any of it?!?

Where do you keep lists & references?

As we attempt to keep track of everything, it is important to remember that our brains are meant for strategic and creative thinking, not remembering things. Therefore, get it out of your head and document everything. Whether you choose a paper or electronic solution, do a data dump and collect all the information in a solution other than your brain.

While you probably use a calendar for dates to remember, an address book for contacts' information and a task management solution for your must-do items, where do you cull together everything else that is overflowing your brain? Do you prefer a paper notebook, a mobile app or something accessible everywhere?

I prefer to document everything in Evernote as it empowers easy reference while moving it all from to-do to done. Evernote gives me one username and password to access all information synced across my devices (smartphone, tablet, laptop, desktop as well as accessible via the Internet), it has unbelievable search capabilities to find exactly what I need when I need it, it allows for uploading an extensive list of different content types in various different ways, and it empowers me to easily share content with others to boost collaboration. Whether I'm retaining typed text, web clippings, photos of handwritten notes, checklists, audio or video recordings, bills from my service providers or documents, I can easily add those to my Evernote database; plus, when adding new content, there are so many ways to accomplish it: manually, scanning, IFTTT, emailing, FileThis and many more options.

As an Evernote Business Certified Consultant, I often post about ways to implement Evernote for your greater success, how you can utilize Evernote to boost productivity and ways Evernote will help alleviate your stress as you achieve harmony through work-life integration. To find these many helpful hacks and tidbits, simply search Evernote in the top, left-hand corner of this blog.

What tool do you use to remember everything? Your brain or an external place for dumping out all that information? Have you tried Evernote for culling it all together?

Dress for Success

Consider this: 55% of another person's perception of you is based on how you look. Every day, people are constantly developing conclusions based off the way each of us dresses. As explained in Business Insider's "Here's How Your Clothing Affects Your Success", the impact of your attire is vast: "Research shows that your appearance strongly influences other people's perception of your financial success, authority, trustworthiness, intelligence and suitability for hire or promotion." There is validity to the saying of "Dress for the job you want, not the job you have." However, it can be challenging to dress to your potential when you aren't clear on what your style might be, you don't have your clothing choices organized in your closet or you are not comfortable pulling the components together.

Amidst all the challenges to dress for success, there are plenty of resources to help. A quick online search for "make sure you dress for your success" is a solid way to get started; however, utilizing all available resources would involve reaching out to experts that can help.

North Carolina has several folks with whom I've enjoyed working and received quality feedback:

- Geralin Thomas of Metropolitan Organizing shares her wardrobe wisdom via one-on-one consulting, during public workshops, with social media, on her Managing Modern Life blog and through complimentary printables from her website.

- Mary Michele Ndiffer of StyleFinder Boutique writes and speaks as a Master Style Coach all over the world, empowering women to discover their own specific style of beautiful through her trademarked StyleFinder ID assessment tool.

- Kate Leser of The Makeover Expert guides you to find the one thing about your look that you can change to have a profound impact on life, both personally and professionally, bringing out your authentic self, working both virtually and in person with clients.

How does your wardrobe measure up in conveying your authentic self? Does what you wear accurately transport your positive attributes? Do you get dressed easily each morning? If not, which of the aforementioned ladies will you contact for assistance moving forward?

Breathe in Aromatherapy for Productivity and Peace

Aromatherapy includes using essential oils to soothe stress through scent and can be a powerful tool to boost productivity. You can choose from such great flavors as peppermint and lavender, and I have found a diffuser to be very effective in spreading the scent around my office. Do you use aromatherapy already? If so, for what needs? How can you utilize this tool for greater success?

Use a Timer to Boost Productivity

Whether you use the timer built into your mobile device, a simple kitchen timer or the Time Timer app, I have found a timer to be one of the most powerful tools in your productivity toolbox.

Maybe you are struggling with procrastination and simply cannot get started. Maybe you get easily distracted once you are working on something. Maybe you are overwhelmed by all that needs to be done and are drowning in what you're doing. No matter what is your productivity challenge, fully utilize timers to get more done and make every minute matter.

Get started on a "big, hairy, audacious" goal. When you are struggling to find the time do what needs to be done, it could be that you are looking at all the time needed for the entire task; however, setting a timer for 5 minutes, 10 minutes or, even, 30 minutes will get the ball rolling and, probably, give you a more realistic view of how long the entire action item will require.

Activity breeds activity. In the world of task management, working on any given task for a limited amount of time might propel you towards assigning it more time and, thereby, making more progress towards its completion. Further, working on a to-do item can energize you to get it done completely.

You can do anything for a short amount of time. If the task you have been avoiding is something you really do not want to do, knocking it out in shorter sessions of time can make it much less painful. When you envision something you truly dislike doing, it can be much less bad for a shorter time interval.

Stay on task. Particularly when creating content for social media posts, blogging, articles or books to write, client solutions and public speaking presentations, it is easy to get pulled away from the task at hand and run off on a tangent. Does "Oooo... Bright shiny thing!" or "chasing butterflies" sound familiar? If so, setting a timer for however long you would like to invest in any given task can keep you on track. Better yet, setting a timer for a shorter interval and repeating that for whatever number of times needed can empower you to stay on track until the task at hand is finished.

Shorter spans of effort energize greater results. If you have all afternoon to work on something, it is likely to take all afternoon; however, if you set a timer for a much shorter amount of time to complete the task, you will race to beat the clock. You are likely to get the task accomplished much more quickly, maybe even finishing the entire task in that shorter amount of time.

Do you utilize a timer to boost your focus and productivity? If so, what have been some of your greatest success stories? How can YOU use a timer for better results?

Assign a "When" to Each "What" to Get More Done

I have yet to find a calendar that includes a "someday" on it; yes, every calendar has Monday, Tuesday, Wednesday, etc, but there simply isn't a "someday" to be found. Therefore, when we talk about getting around to doing something during that magical time of "someday", it is much more likely to be a dream than a goal. Dreaming is certainly necessary to envision our aspirations and push us to think greater; however, a goal is result-oriented, where there is an achievement toward which effort is directed. Goals are more finite and, often, fine-tuned to be specific, measurable, attainable, relevant and time-bound.

It is my emphasis that you achieve your desired results, which involves a focus on goals. Therefore, it is vital to remember this... Every "what" assigned a "when" is more likely to get done. What that means is that we should no longer talk about our to-do items in general terms.

When you have a task to do, make sure it has a deadline and, then, find specific time on your calendar during which the action can be completed. Perhaps you need to break the task into smaller components and find shorter intervals during which those tidbits can get done. Regardless, the takeaway is that you will have more wins if each action item has time assigned in your schedule for its completion.

Do you currently assign deadlines and schedule time for the completion of each action item on your to-do list? If not, are items sliding from one day to the next without getting done? Can you take time today to make sure each "what" is assigned a "when" for moving from to-do to done?

Focus Your Task Management for Greater Success

With magazines like Woman's Day telling us to "Stand like a superhero to boost confidence", it is easy to feel like we are Superwoman or Batman and can accomplish infinite tasks each day. However, that is simply not the case... Each of us is human and, therefore, can accomplish only what is feasible within the constraints of each day. With work-life integration, we can often achieve multiple goals with a single action, but that does not change the facts: As we have only 1,440 minutes in each day, every human-being has limited abilities to get it all done each day.

While it is important to keep a running data-dump of all that must get done, save yourself the disappointment of not getting it all accomplished in one day by being realistic: Plan on no more than 3-5 must do tasks per day. Yes, it is possible that you will do much more than the 3-5 items listed; yet, there is also an equally strong chance of the phone ringing, email coming in or someone stopping by your office with an "emergency" that pulls you away from your own productivity. Leaving your must do list at only 3-5 items empowers you with buffers for unforeseen barriers to getting things done.

During each daily wrap-up, as you look at the running data-dump of all that must get done to cull together the next day's 3-5 must do items, consider all your options. What can be delegated to someone else or handled by technology? What can be deleted completely? What are the benefits of getting the item completed sooner than later? What would be the ramifications for holding off on completing the task until later? What best achieves your goals?

Highlight those 3-5 must do tasks amidst everything in your running data-dump of to-do items. Whether you choose to write them out on a 3" x 5" index card, jot them down on a Post-It note to keep visible throughout the day or set a reminder in your electronic task manager, it is important to make sure those 3-5 tasks are constantly in your top-of-mind awareness during the day.

How many items are on your to-do list for today? If you're looking at a never-ending list right now, what steps can you take to focus that on 3-5 items for this particular workday?

Organize Your Paper Files

Are your files bulging with too many papers in each? Is it hard to find what document you need as you have to dig through too many unnecessary pages? Are the actual folders falling apart due to all their contents? Do the labels fit what each file contains?

The same rule of "Keep only that which is accurate, applicable, useful or bringing you joy" that we discussed earlier for all the elements in your office is very applicable for what papers you retain in your file folders. Remove excess paperwork from your file folders. Is the information on that page still necessary for performing a task? Can it be found easily online when needed? If the old saying that "we use only 20% of the papers we keep" is true, how can we cut back on the other 80% so it's easier to find what we need?

If this seems a little too overwhelming, break this project into smaller pieces. Review only 10 files each day to determine what you really need, what can be scanned into an electronic form and what can be removed completely. Likewise, consider what should remain nearby in your workspace versus be moved to an alternative location. Maybe the contents need to be in a space you share with co-workers. Alternatively, maybe the contents need to be moved further away from you desk; keep in mind that the space closest to your desktop is prime real estate and should be reserved for items currently used frequently while less often referenced items need to be further out.

Once you have the contents of your files down to what you need, do a little homework... If what papers are being retained make the folder too thick, divide the contents into at least two different folders, continuing to group like with like. Don't overthink it, but do take it page by page through each file. If the title of the folder no longer describes what papers are in it, adjust how you label each folder to best reflect its contents. There is an art form in having enough file folder names that each paper to be retained has a home while not having so many folders that any paper could be filed in more than one place, but I know you can do it.

Invest some time in moving those piles of papers from the surface of your desk into action, active project or archive files, and you'll find less time wasted looking for what's needed, you'll be more comfortable inviting others into your workspace and you will be empowered to get more done in less time.

Are your paper files acting as another tool in your productivity toolbox? If not, which of these action items can you complete this week to better organize your folders?

Document Your Ideal Clients to Attract Them This Year

There is a positive energy that invigorates us as we work with certain types of people; on the other hand, it can put a drain on our energy reserves when we are working with other types of individuals. As time is a limited resource, to the best of our abilities, it behooves us to invest our time with those who make life more enjoyable; however, it is not always easy to attract into our lives the types of people that invigorate us and bring us joy.

Block out some time to document your ideal client. Focus on those with whom spending time is delightful, client sessions which are such a pleasure that time simply flies. Make sure to write down those clients' age, gender, location, industry, role in company, attitudes, behaviors, beliefs and way in which they interact with others. Focus on the details because they matter!

Once you have a thorough visual of those with whom you want to invest your limited resource of time, it is much easier to attract them into your life, strategically focusing on places, events and activities that will connect you with your ideal client.

Then, take action... Go back to your calendar and schedule in time for the places, events and activities that will attract your ideal client to you, making sure you are not squandering any of your time with folks who drain your energy unless you absolutely must do so. Be strategic and proactive to utilize the comprehensive description created for your ideal client so you can fill your workdays with time spent helping those that create the best partnerships for you and your business.

Do you have a clear understanding of which clients invigorate you, make your sessions more joyful and with whom you really like working? If so, how do you proactively attract them into your business? If not, what steps can you take towards doing so today or this week?