10 Commandments to Have Productive Meetings

Whether one-on-one or with a group, many of us spend a good deal of our working hours in meetings. Since time is such a limited resource, it is important to make good use of all that time we are investing in meeting with others, and there are steps we can take to positively impact the productivity of our meetings. Follow these 10 commandments to have meetings that truly make every minute matter:

1. Thou shalt have a clear purpose. Many meetings mistakenly focus on simply updating those in attendance; however, there are plenty of alternative means for conveying updates that are less intrusive to attendees' valuable time. Instead, meetings are most productive when they focus on one of two purposes: (a) discussion or (b) decision-making. If your meeting's purpose is not one of those, could the goal be achieved in an alternative manner?

2. Thou shalt be strategic with scheduling. Often, when meetings are set, we indicate a starting time but forget to set a specific ending time; attendees can better plan the remainder of their day if provided an end time in addition to a start time. Further, be cognizant of vacation plans so meetings are not scheduled when many who need to attend will be gone. Plus, avoid scheduling a meeting in the days leading up to a big deadline if the meeting is unrelated to the project coming due as well as during times when there will be too many distractions for folks to focus.

3. Thou shalt trim the fat. Shorten how long you plan to meet and, then, push yourself to accomplish everything on the agenda within that shorter duration by using a timer or having someone serve as timekeeper. Try to end meetings at least 10 minutes before the next hour, i.e. 12:50, 1:50, 2:50, etc, or schedule your meetings in 15-minute blocks, like running from on the hour to quarter 'til the next hour. Attendees will appreciate those few minutes before the next hour to return a quick call, run to the restroom, grab a beverage or gather their thoughts.

4. Thou shalt invite the right people and only the right people. Whether having a discussion or making a decision, it is important to include those whose contributions are necessary for accomplishing the meeting's goals: those with the authority to make decisions, those with enough pull in the organization to advocate for meeting decisions, those with the expertise needed to make informed decisions as well as the plans necessary for successfully executing said decisions and those who will be needed in executing such plans to accurately complete the plans resulting from the meeting. On the other hand, the Rule of 7 states that "everyone in a meeting over 7 people reduces your ability to make decisions by 10%." Therefore, include only those whose contributions are necessary for accomplishing the meeting's goals as too many attendees will deplete productivity.

5. Thou shalt have a plan to achieve the stated purpose. Create a realistic agenda, listing what you truly believe can be accomplished within the scheduled time allowed. Structure that agenda to address the most important issues first. Try to indicate how much time is being allocated for each element listed. Solicit feedback from attendees to ensure anything important is included while lower priorities and unrelated topics get removed.

6. Thou shalt prepare beforehand. Distribute any supplemental items for review to all attendees beforehand. Share necessary updates via email before the meeting date. If there is legwork that can be done in advance, completing that beforehand will allow the meeting itself to run more efficiently. As explained by Dana Manciagli in The Triad Business Journal, "proper planning prevents poor performance". Take time to get your ducks in a row before, allowing the time during which folks have come together to be devoted to discussion and / or decision-making.

7. Thou shalt communicate expectations clearly. If you are leading the meeting, set expectations on how those attending should behave and share those with attendees, whether in writing prior to the meeting or at the start of the meeting. Here are a few suggestions: come prepared, contribute to the discussion with feedback, share your insights as applicable, make sure to ask whatever questions you have and limit technology distractions. Additionally, specifically state guidelines for interjecting during the agenda, like when to ask questions, how to pipe up for brainstorming or at what point is it appropriate to share feedback during a discussion. Think proactively about what situations might arise related to each meeting and be specific with standards set.

8. Thou shalt take notes. This shows your commitment to the topic, helps you pay attention and enables you to refer back to items covered earlier as the meeting progresses. If you have the agenda beforehand, use that agenda as a framework for filling in notes from the meeting. Highlight what is important, whether via a different color of ink or by blocking that content off separately. Designate each task that must be done as it arises in conversation during the meeting. Then, end your meeting notes with a recap, including the highlights, action items and timing of next meeting.

9. Thou shalt stay focused. Denote on a separate list any tangents or issues not on the agenda as they arise. If there is extra time at the end in which attendees want to address those items, feel free to attempt it; however, it is often the best use of everyone's time to schedule another time for discussing or resolving those issues on a later date.

10. Thou shalt be accountable for completing tasks. When it comes to moving items from to-do to done, my rule of thumb is "every what assigned a when is more likely to get done", which means each action item arising from the meeting needs a deadline for its completion. Further, ensuring tasks get completed is more likely when there is someone accountable for that task's completion, hence why there needs to be someone assigned to the completion of each task that results from meeting discussions.

What tactics do you utilize for successfully having productive meetings? What are your success stories? What issues have you faced in keeping your meetings on track?

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?

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?

Enlist Your Energy Level as a Productivity Tool

Imagine this... You walk in the door of your office to start your workday, holding the list of your 3-5 "must do" tasks for the day, but you simply can't get started. So much for that "hit the ground running" idea you had, right? Not exactly!

Instead of assuming the day is lost, take a moment to assess your energy level. Different people have peak energy levels at different times of day. While some folks are "morning people" who have higher energy in the morning, that is not true for everyone. It is important to attack challenging work when your energy is at its peak, understanding that will vary from person to person.

If your energy peaks first-thing in the morning, you may choose to enlist your energy level as a productivity tool by "swallowing the frog". This means that you tackle your most difficult tasks first.

If your energy peaks later in the workday, you may choose to adopt the mantra of "activity breeds activity", starting with easier tasks and building momentum to do your more difficult work later.

Similarly, if you have lots of meetings, it becomes even more important to be aware of how your energy fluctuates during the day. Since meetings are designed for discussions and shared decision-making, it is important to have enough energy to address those activities. If you find your energy waning right before an important meeting, glance at my suggestions posted yesterday for how to quickly boost your energy reserves.

Are you more of a morning person, night owl or something in between? How can you adjust when you attack certain work functionality to utilize that for greater productivity?

Take Time to Replenish Your Energy Reserves

In this day of "do, do, do" working and "give, give, give" living, it can be very challenging to retain enough energy. Replenishing our reserves can be imperative. There are habits you can work into each day that will aid replenishing your energy, and there are tactics to quickly boost your energy reserves as needed.

As part of the Simple Change Wellness team, I am well aware of the ramifications on my productivity from diminishing or replenished energy; however, like for many of you, taking action to improve my energy can be challenging.

Although what works best will be unique to you, here are a few examples to get you started:

- Listen to upbeat or calming music, singing and dancing to it.

- Ask for help, especially for clarity or to delegate.

- Create a vision board and refer to it often for inspiration.

- Spend time with those people who matter to you, whether in person, via video chat or over a phone call.

- Take a brisk walk, especially if you can get out in nature. Physical activity oxygenates blood cells; breathing outdoor air while absorbing vitamin D is invigorating. If you're tired, a short walk for about 15 minutes will generate about 90 minutes of energy.

- Appreciate what you have, who you are with and what lessons you have learned along the way; gratitude is so powerful, and acknowledging how each of us is blessed helps.

- Find something to make you laugh, like laughing at yourself.

- Feel compassion for yourself as well as those around you, finding forgiveness for everyone's shortcomings.

- Eat well... Healthy foods spread throughout the day fuel our energy, especially when we increase our intake of magnesium and antioxidants. I really enjoy a power shake for a snake during the day: Put 1 small, ripe banana that's been sliced, 2 tablespoons of creamy peanut butter and 1 tablespoon of honey in a blender until smooth; then, add 1 cup of cold milk and blend until foamy.

- Stay hydrated... Keep a water bottle with you at all times and drink from it frequently during the day.

- Have something to look forward to, whether you are planning for an upcoming vacation or bought tickets to a special event. That feeling of anticipation and excitement can boost your energy.

- Meditate... Sitting quietly to relax your mind will relax your entire body and bring oxygen to your cells. Apps like Calm, Buddhify and OMG I Can Meditate make it easier to get started.

What tactics do you use currently to replenish your energy reserves? Are you feeling a little low on energy today? If so, which of these can you give a try right now?

Automate Your Computer Backup

For most folks, it is not a matter of "if" but "when" regarding whether your computer will crash, get a massively destructive virus or be destroyed by a natural disaster. Instead of worrying about your data, take action. You can be prepared with automated, remote storage, which eliminates having to plug anything in for backing up your information and provides offsite backup in a remote area with totally different natural disasters. Compare current offerings from Backblaze, Carbonite, CrashPlan and Mozy to see from whom you can get the best deal; then, after creating your account, download your choice's software from its website, follow the instructions for setting the parameters of your automated backup and relax because your information is being secured as you continue working. There's nothing to remember, but I do recommend occasionally checking that your set-up is functioning properly, which you can plan for once a month or so.

How do you currently backup your data? Might you implement one of the tools I've mentioned here?

Does Your Workspace Support Your Productivity Goals?

When you look around your workspace, whether it is a cubicle, automobile, corner office or table in a coffeeshop, what do you see? Does the clutter overwhelm you? Can you quickly find what you need? Is there a process set for how your work flows throughout?

If it is not helping achieve your goals, take time now to make your space a tool in your productivity toolbox.

- Take time to review the contents of your workspace. Retain only what is accurate, applicable, useful or bringing you joy... It is easier to find what is needed when there is less to look through. As you are editing, consider what can be easily found online as needed. There is no need to clutter your space with what can be found quickly with a simple online search. Further, always take into account any legal ramifications.

- As you purge accumulated excess, be strategic. What can be recycled? What must be shredded? Particularly for technology, what can be sold via NextWorth or Gazelle and what could you recycle? Speaking of tech tools, what functionality can be consolidated so you have fewer devices?

- Assign homes to what will be kept, storing items in zones closest to where they will be used. Remember the quote "a place for everything and everything in its place" to stay organized. When you know where something goes, it is easier to put it away after you've used it and find it when you need it again later. Also, keep "like with like" in mind as you assign homes, grouping like items together so they can be found at the same time.

- As if you were considering a real estate purchase, when organizing your workspace, think "location, location, location" and separate "active" items from those considered "archive". Things you are using currently or use more frequently should be in the prime real estate closest to where you are situated most often; then, items used less frequently get positioned further out.

- Move shared files and tools into a common space for team members to easily access.

- Determine if your personality is more "out of sight is out of mind" or "visual clutter paralyzes" so you can choose appropriate storage tools, and contain what you retain in the best storage tools to create applicable limits, whether files, bins, baskets, drawers, boxes or cabinets. A great example is how I use document boxes to keep related items together while their project is active and being addressed regularly, but you have to utilize whichever containers best meet your specific needs.

- Utilize labels and color to enhance the effectiveness of organizational solutions. Labels allow you to quickly determine what is housed where within your space; likewise, different colors can group together similar items as well as drive desired behaviors. There is no "right" or "wrong" verbiage to use when labeling, but balance carefully between generic and specific labels to enhance effectiveness. For example, "miscellaneous" creates a black hole to contain just about anything. If you struggle to determine in which file something should be kept, how will you ever be able to find those contents when you need to retrieve them later? It can be an art form to make sure you have enough files for everything you need to keep while not having so many files that you potentially create duplicates or struggle to file anything away.

- Remember "horizontal is hidden; vertical is visible"; I recommend using file holders that will not bury one folder under another and hanging an inbox by your door so those delivering you items won't lay them in your chair or atop what's on your desk.

- Finally, utilize all the walls and backs of doors in your workspace. These areas of your space provide valuable square footage that can be wasted and go unused but will help to give you more options for storage and easily accessing necessary items.

With what do you struggle in your workspace? What steps can you take to make a more organized workspace, which will empower more efficient workflow processes?

Steps to Stop Letting Email Consume So Much Time

The average professional receives over 150 email messages every business day; however, many executives can get upwards of 300 or 400 emails per day. The idea of reading all those emails can be overwhelming, let alone responding or doing anything with them. Quite a few of my clients groan as soon as we start discussing emailing, noting that their emails can be very time-consuming.

Control your email instead of letting it control you. With a few action steps, you can take back power over how much time gets invested in your emails.

- Shift your mentality from "checking" to "processing" so your inbox is never a holding zone and each email is no longer handled more than once, limiting wasted time; move tasks to a running to-do list, appointment requests to your calendar, reference emails to your personal folders and those messages no longer needed to your trash file.

- Employ tools to help... Technological tools like Boomerang, Mailstrom and SaneBox can assist in automating your email processing so it happens without your time doing it.

- Send fewer emails out to get fewer replies back; sometimes, a quick phone conversation can replace multiple, back-and-forth email messages, even if you have to follow that call with a summary email for documentation purposes.

- Unsubscribe from subscriptions you are no longer reading. I realize that deleting an email takes only a second; however, those seconds add up, and the time it takes to unsubscribe is likely less than the accumulation of all the time deleting those multiple messages received. While the content might've been of interest to you when you signed up for it, if your need for that information has changed, take the time to unsubscribe.

- Bundle together when you get the subscriptions you read. If you are subscribed to an eNewsletter via AOL Mail, Gmail, Google Apps, Hotmail, iCloud, MSN, Outlook.com, Windows Live or Yahoo! Mail, you can utilize Unroll.me to get all of the subscription emails received each day in a "rollup", which is one email with all your designated subscriptions that appears in your inbox every day at the time you choose. As you are choosing which emails go into your "rollup", you can unsubscribe directly from Unroll.me with one click. Further, Unroll.me offers this bundled email for free... Yes, that's right; it's free. If you are not already subscribed to lists via one of those email services, simply create a free Gmail account and, then, update your subscriptions with it. For FAQs, click here.

- Strategically utilize rules in your email tool. Whether you check your new messages in Gmail, Mac Mail, Outlook or somewhere else, you can create rules for certain emails to bypass the inbox and go directly to a designated folder. For example, if you get Google Alerts, you could have them culled together into their own folder rather than processing them from your inbox. Likewise, if you have a few VIP contacts needing more immediate responses, give each of them his or her own folder and, then, create a rule for messages from that person to go directly into the specified folder, which will draw your attention into them needing a reply sooner than finding them amidst other messages in the inbox.

- Establish others' expectations. As human-beings, when there is a lapse in information provided, we inherently fill in the blanks ourselves. When it comes to how quickly you are going to get back to someone sending you an email, you probably do not want anyone creating this expectation for him- or herself. When you are clear on your own goals for how you plan to use email as a tool in your productivity toolbox and you are aware of your time constraints for when you will realistically be able to process newly received messages, you can designate what are appropriate expectations. Then, it is your responsibility to clearly communicate those to others, whether it is via initial meetings with new clients, in your email signature or through your actions as you respond to emails at regular intervals each workday.

Do you find email time-consuming? If so, which of these tactics will you implement to better control your email?

Put an End to Procrastination

When we procrastinate, it is often because we are overwhelmed by all that needs to get done, we are unclear as to what is expected of us for a requested task, we cannot decide which to-do has the highest priority level and should be done first or we simply do not know how to start the task at hand. Sometimes, procrastination can be a good thing as it gives us time to ruminate and gain clarity on how to proceed; however, more frequently, it is important to put an end to procrastination before it has a negative impact.

Simple Steps to Get Rolling

If you are uncertain how to stop procrastinating, here are a few ideas to help:

- Break projects into bite-sized actions so each step in the process is less daunting.

- Ask for help or seek direction on anything that is ambiguous.

- Nike was right... If a task will take 5 minutes or less, just do it.

- If a task will take longer than 5 minutes, set a timer for a short interval of time (like 15 minutes) and simply get started.

- Assign rewards for celebrating successful completion of tasks; likewise, implement ramifications for not meeting your deadlines.

- If problems prioritizing the tasks on your to-do list is what's holding you back, consider what negative consequences would result from not doing each item as well as what benefits would come from completing each item; then, address first those items with either the worst consequences for not getting them done or the greatest benefits from their completion.

It is possible to get everything done, but we cannot get it all done at one time or by the snap of our fingers; however, these tactics can make the process of moving from "to-do" to "done" easier.

What types of tasks typically cause you to procrastinate greater? Do you utilize any of these techniques to overcome procrastination currently? Which can you put into action?

Sharing is Caring

Theodore Roosevelt famously said, "People don't care how much you know until they know how much you care." In today's relationship-driven society, where people are said to do business with folks they "know, like and trust", building that foundation is so integral for one's success. Such an endeavor takes time and energy but is paramount for connecting with others.

I have found the basis for building many of my most valued relationships stems from the understanding that "Sharing is caring", whether I am sharing information, time, a listening ear, a helping hand, a little bit of happiness or whatever might be of value to the person with whom I am sharing. It is about reaching out and creating a connection.

There are so many options for what can be shared with those about whom you care, but here is a sampling of ideas to consider:

- book, eBook or article you've written that might be helpful

- someone else's content that might be of interest to that person

- flowers to brighten up that person's office or home

- a handwritten note to convey your appreciation or share news

- time in-person over coffee, tea, frozen yogurt or a cocktail

- a phone call to catch-up and see how that person is doing

What do you share with those about whom you care to deepen the connection? How can you take action today to share something new and different with someone?

Music Matters

Retailers have been integrating music into marketing campaigns for years to drive behavior, boost consideration and fuel sales. There is a great deal of research about how music affects our moods while driving, particularly for teenage drivers. Researchers have found that time feels like it is moving more quickly while we listen to music, and there is even a book named The Psychology of Music, written by Diana Deutsch, which can be purchased from here. It goes without saying that, yes, music does matter!

Yet, the reach and influence of music's abilities do not stop there. Music can be a very powerful addition to your productivity toolbox. Depending on the type of music you are listening to at any given time, music can help you accomplish all of the following:

- Set the mood

- Motivate behavior

- Stop procrastination

- Drive focus and concentration

- Energize

- Fuel performance

- Calm our spirits

When you are looking to plow through a daunting task, increase the challenge of your workout or recuperate from a stressful day, turn on a song that will help you achieve your desired results. If you are seeking inspiration, Lifehack offers "30 Inspirational Songs that Keep You Motivated for Life" or you can do a quick Google search for "music to ____" and insert what you are attempting.

Is music currently one of the tools in your productivity toolbox? If not, how can you utilize music to drive results?

Practice The Power of One

Although many claim that one is a lonely number, I contend that one is a very powerful number for boosting your productivity. When you have one place to look for information, one place to update content and one place from which data feeds, it is easier to quickly find what you need when you need it, to update data as it changes and to verify information is processing correctly. Take action! Streamline your toolbox to have one tool for each of these:

● Calendar - Each of us is only one human-being, whether at work, at home or somewhere in between; if you have one calendar for both personal and professional commitments, you are less likely to double-book yourself, more likely to remember where you need to be when and able to easily reference where you are spending all of your time. Choose whether a paper or electronic solution works better for your specific needs, and test out solutions to see which you prefer, like Cozi, EveryThink, Google Calendar, iCal, Kalendi, Outlook, Sunrise or Yahoo.

● To-Do List - Since our brains are meant for thinking, not remembering, it is imperative to write down all that needs to get done. When tasks are jotted down on a Post-It note beside our computer screen, a napkin in the drive-through lane and the paper from our meeting notes, it becomes challenging to know what tasks need to be completed by when; however, when all tasks are culled together in one running data dump, it is easier to funnel what needs your attention into a daily to-do list, either paper or electronic. Tech tools like Any.Do, Asana, Azendoo, Carrot, Clear, Google Tasks, Mavenlink, Nozbe, Pocket Informant, Producteev, Remember the Milk, iOS' Reminders, Todoist, Toodledo, Trello, Wrike and Wunderlist offer reminders, easier carryover, repeat options and integrations, whether working independently or in collaboration with your work teams, committees and family.

● Address Book - If your contacts' information is synced between your computer and mobile devices, you have one database (or address book), which means you can more easily update any contact's information as it changes because we all know people move, change jobs and get new email addresses or phone numbers. Plus, if you have your contacts' information in such an electronic address book, it is easier to utilize tools like EasilyDo, Humin, Sync.ME, Brewster, EverContact and FullContact to double-check the accuracy of each connection's contact information.

● Password Manager - Today's workflows often involve logging into many different platforms in addition to online banking, social media and bill-paying. Listing those usernames and passwords in one place can be a lifesaver, and an electronic solution is more secure, allows easier access while on-the-go, creates more secure passwords for you and can alert you automatically when any site has been hacked for more quickly resetting your password. Consider these low cost options: Dashlane, LastPass, Roboform, SplashID, Sticky Password and 1Password.

● Reference Tool - If you have one place for all the information you must reference and remember, it is much easier to find what you need when you need it. Personally, I prefer Evernote to boost my workflows' effectiveness because it allows me to cull together all different types of information (typed text, handwritten notes, video, audio, web clippings, photos, documents), to add content via multiple methods (typing it in, photographing it, scanning it, emailing it in, File This, IFTTT), offers ubiquity of syncing all my information across my various different devices, allows me to annotate images, empowers great collaboration and provides superior search capabilities. No matter what option you choose, keep all your notes, checklists, research, process outlines, reading materials and more in one place for efficiency and easier access.

● Cloud-Based, Automated Backup - Computers crash. Fires can destroy all your devices. Emergencies happen. Yet, you can be prepared with automated, remote storage. Unlike a hard-drive that you attach to your computer for backing up data, a cloud solution isn't at risk of natural disasters in your physical proximity, doesn't require you remembering to hook it up for activating the back-up and has multiple points at which your data storage is duplicated. See whether you can get the best deal for your specific needs via Backblaze, Carbonite, CrashPlan or Mozy.

● File-Naming Structure - Whether your paper files, electronic documents or emails, having each folder and individual file follow the same naming conventions will allow you to know what goes where and more easily retrieve content later. If you have to ask "where should I file this?" when assigning a home to newly received or created content, how will you ever be able to find it later? Keep your file-naming structure simple so it is easy to replicate between platforms; then, make sure you have enough folders for all the content you will be storing while not having so many folders that any one item could go into more than one.

● Weekly Strategy Session - Proactively create the direction in which you will proceed for the week ahead rather than starting in reactionary mode, focusing more on your priorities instead of being pulled to address others' priorities. You can take control of your productivity by being strategic and mapping out a specific game plan for addressing all that needs your attention. Click here for a checklist and make time in your schedule to complete this Friday afternoon or over the weekend.

● Daily Wrap-Up - To keep your weekly strategy on track amidst all the curveballs that life will throw your way, end each day with your daily wrap-up, where you address each of the work-life integration items covered in the checklist linked here.

By streamlining your personal and professional tools for better organization, you will best make every minute matter.

What are some ways you can practice "the power of one" to boost your productivity via work-life integration? On which of these toolbox needs' will you take action today?