Practice the Power of One

Although Three Dog Night might've wanted to convince folks that one is the loneliest number, I believe wholeheartedly that one is the most powerful number for productivity. There can be power in the masses, meaning a team collaborating in harmony makes greater progress than an individual; however, when it comes to certain organizing tools, it's more impactful to practice the power of one. 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, keep content updated as it changes and verify information is processing correctly. Here are a few examples:

• Address Book - For contacts' names, phone numbers, emails and snail mail addresses as well as any notes gathered via interactions with that person, keeping everything centralized within one system better enables it will stay up-to-date and be quickly accessible whenever or wherever needed, rather than having the business card left elsewhere or the phone number locked in another tool. It is best to have your solution sync across devices, meaning you don't have to manually enter details' changes on computers as well as mobile devices.

• Calendar - Whether it's paper or electronic, a single place to track all time commitments (personal and professional) makes it less likely that appointments will be forgotten or you'll double-book yourself. If you choose an electronic option, you can still benefit from the power of one principle with various calendars for different elements of life, like one shared with your spouse, one shared with folks at work and one for volunteer commitments, as long as you have a viewing option to see everything at once, letting conflicts be visible easily.

• Cloud-Based, Automated Back-up - Computers crash. Fires can destroy all your devices. Emergencies happen. It is with an automated, remote storage of all data from your hard drive that you can truly be prepared for anything. There is a difference between an online file repository and a cloud-based, automated back-up, which means both are necessary, and it's important to be strategic in managing electronic files. 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 as well as protected.

• "Data Dump" of Information - Human-beings are inundated daily with information, like meeting notes, ideas, reference articles, checklists, process steps, voice mails, blog posts, emails, texts and inspirations. Since our brains are meant for thinking, not remembering, it's important to document everything. Keeping it all in one place limits the places you must check when trying to find whatever's needed. 

• File-Naming Structure - Whether paper files, electronic documents or saved emails, having each folder and individual file follow the same naming conventions will allow you to know what goes where and more easily retrieve each item 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? Make sure you have enough folders for all the content to be retained while not having so many folders that any one item could go into more than one; then, keep your file-naming structure simply while avoiding "miscellaneous" so it's easy to replicate across the various retention platforms.

• Password Manager - There's no doubt that our list of websites and software solutions requiring logins is continually growing, and we must protect ourselves with better password management. Listing all usernames and passwords in one place saves time as we're frantically trying to get logged in, and an electronic solution is more secure, allows easier access while on-the-go, creates more secure passwords, can alert you automatically when any site has been hacked and works cross-platform so you always have the right login information, no matter which device is being utilized to access your account.

• Strategy for Attacking Priorities - Proactively create the direction in which you will proceed each week rather than living in reactionary mode by completing a weekly strategy session to develop a game plan for tasks, communications, time commitments and development opportunities in advance. Use your weekly strategy to ward off time stealers and others priorities since knowing where you're headed helps in getting there. Then, implement a daily wrap-up to stay on track throughout the week, avoiding deviations from curveballs that life will throw your way while addressing what matters most.

• To-Do List - When jotting tasks down in different notebooks, on meeting agendas, using sticky notes atop your desk or on the napkin you grab in the drive-through line, it's more difficult to know what needs to be done when. Alternatively, keeping all the action items needing your attention in one place makes it more likely they'll get completed, aides in prioritizing and allows for divvying out must-do items across each day of the week. If you opt for an electronic task manager app, it adds reminders, easier carryover, recurrences and useful integrations.

Where do you see the power of one boosting your productivity currently? How can you streamline your toolbox to have one tool for each listed function? 

Stay on Track with a Daily Wrap-Up

Are you familiar with the quote "the best laid plans of mice and men often go awry"? This is a common experience for people as they strive to boost productivity. The week starts with a plan, something shifts, and that initial plan seems to no longer fit. Maybe a client has an urgent, unexpected issue arise and needs your time to get the situation resolved. Or a team member calls in sick, leaving you to cover the tasks that can't fall through the cracks. Perhaps one of your employees needs direction to meet a deadline, pulling you away from your must-do list to answer questions.

There are two ways to respond: either feel like the week is lost or make adjustments to get back on track. I find daily adjustments enable achieving my priority goals and fuel my desired results.

Completed at the end of each day, the following checklist enables the necessary adjustments and better empowers staying on track:

• Communications - Get end-of-day updates from appropriate team members, touching bases to drive awareness and get everyone on the same page; think outside the box to include all team members, like employees, subcontractors, vendors, family members, roommates, volunteer committee members and more. Touch bases with new and returning "hot prospects" to increase your awareness of what is happening while keeping you in the other folks' awareness. Verify you're up-to-date processing received emails and following up on voice mail.

• Tasks - Review your must-do list from the day that's ending and look over the next day's anticipated to-do list. Are all important tasks included that need attention to meet impending deadlines? If something wasn't completed today, determine at what point in the next few days time can be allocated for completing those carryover tasks. It is realistic to plan for fulfilling 3-5 actions on any given date, and knowing beforehand which are your must-do items for the next day will allow you to hit the ground running when you return to work.

• Time Commitments - Evaluate your schedule for the next day and verify that you are prepared for everything scheduled. If you are not prepared, when will that preparation occur? Does your calendar include buffers and time to get where is needed?

• Space - Whether you're in 4 walls, an open office space, a vehicle or working from a bag, tidy up your workspace. File new items and put that day's work back into each item's home, creating a blank slate for the next day. Make sure what you need for the next day's activities is ready and accessible.

• Successes - We live in a do, do, do society, meaning we don't necessarily take time to reflect on meeting the goals for which we strive. Instead, each day, celebrate all you've accomplished in the day that's ending. If you got out of bed, you accomplished something, and acknowledging that is motivating. Stop the monotony of simply getting things done, and acknowledge what you've successfully completed to encourage continued productivity. Make sure you take time to celebrate daily successes, no matter how large or small.

• Gratitude - As there is a vast amount of research regarding the many ways gratitude improves productivity, use the power of gratitude to drive your daily productivity. End each day with gratitude, and denote that for which you are grateful each day. Don't stop with simply thinking of that for which you are grateful; actually say it out loud or document in a gratitude list at least 1 thing for which you feel grateful every day.

What is your experience? Do you take time at the end of each day to properly wrap-up the day that's ending as well as plan for the next day? What successes can you share from practicing this habit? On the flip side, what issues have arisen when you've been unable to regroup daily and end each day getting back on track? What aspects of this checklist can you start implementing today?

Top Ten Favorite Animals

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 package for celebrating Organize for Success, LLC's 10 years in business 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 Be Kind to Animals Week, today, let's cover my top ten favorite animals:

10. Lions - These largest cats are keenly able to assert authority when needed, regularly proving how they are incredible fighters and super protective of the others in their family group or pride.

9. Bees - These insects are hard workers, highly protective and the ultimate team players, working together with their hive to produce one of my favorites, honey, the perfect addition to my hot tea.

8. Monkeys - These animals are quick learners, display high sociability and prove to be both clever as well as nimble.

7. Elephants - The largest living terrestrial animals, these are said to "remember everything", inspiring the logo for my favorite app (Evernote); they are strong, intelligent and unstoppable leaders.

6. Tigers - These mammals are believed to be very intelligent, which I'd consider street smart as they hold their own out in the wild; plus, they are the mascot for Clemson University, which is the reigning NCAA national champion for football and where my oldest sister (Sissy Parks) attended undergraduate and graduate school.

5. Horses - These very strong animals are able to function well alone as well as part of a team. Plus, they have been characterized as very productive in both scenarios, often pulling heavy objects or functioning as a much-needed mode of transportation.

4. Dolphins - Considered one of the smartest animals, dolphins move with beautiful fluidity, look out for those in their same group and like to have fun; additionally, they must be in the water, and I have great memories from my childhood of floating past where the breakers were in the ocean with my dad.

3. Butterflies - These insects feed on flower nectar, constantly moving through stages of development and continually becoming more breath-taking over time while exhibiting how we must all learn something new daily to constantly continue our own growth.

2. Dogs - While I prefer the smaller breeds, especially Cockapoo, Miniature Schnauzer and Cocker Spaniel, all dogs are loyal, friendly, protective and usually very active, helping their owners get additional exercise by regularly walking them or playing catch.

1. Eagles - These birds have vision with sharpness that is at least four times that of a person with perfect vision. Eagles are fearless animals with great tenaciousness and full of life. They nurture their youth while soaring to incredible heights, like reaching lofty goals.

Which are your favorite animals and why? Further, what steps will you take to "be kind to animals" this week?

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?

Always Complete Your Daily Wrap-Up

As we discussed in yesterday's post, it is imperative to create a weekly strategy so you are proactively taking control of how your time is invested; however, we live in the real world, and things happen to derail even the best laid plans. You get pulled into an unexpected project, an emergency arises, a colleague calls in sick or your client desperately needs your help immediately.

To stay on track amidst all the curveballs that life will throw your way, end each day with your daily wrap-up, where you address these items:

- Communications: Get updates from team members and "hot prospects", both new and returning; touch bases to increase your awareness of what is happening while keeping you in the other folks' awareness.

- Tasks: Review that day's to-do list; determine which incomplete items will be completed when. Ready the next day's "must-do" list, remembering that a list of 3-5 items will be realistic and allows you to hit the ground running.

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

- Workspace: Tidy up... File new items and put that day's work back into each item's home.

- Successes: Celebrate all you've accomplished in the day that's ending. If you got out of bed, you accomplished something!

- Gratitude: Make note of that for which you are grateful at the end of each day, whether one item or a list of things.

How do you resolve on the loose ends at the end of each day? What is your response whenever your weekly strategy is thrown off course? Which of the items in this daily wrap-up do you find most valuable? What can you start today?

Proactively Stay on Track with a Daily Wrap-Up

Successful professionals start each week with a plan, prepared to address what's important and having scheduled all priorities. Yet, then, things can get thrown off track. A client has an urgent, unexpected issue arise, desperately needing your time to get the situation fixed. Or a team member calls in sick, leaving you to help with some of his responsibilities. Maybe some of your employees need your direction on meeting a deadline, having had questions arise while working on the project. Whatever has popped up to detract from your game plan, it is vital to reboot as best you can and get back on track.

I encourage you to end each workday with a Daily Wrap-Up, which can be imperative in getting your week back on track and helping to maintain what you created in your Weekly Strategy Session. Work through each item below to keep each day productive and help you organize for success:

• Communications - Get end-of-day updates from appropriate team members, touching bases to drive awareness and get everyone on the same page. Verify you're up-to-date processing received emails and following up on voice mail.

• Tasks - Review your to-do list from that day and look over the next day's to-do list. If something wasn't completed today, determine at what point in the next few days can time be allocated for completing it. 3-5 items on any given date's to-do list is realist and allows you to hit the ground running when you return to work the next day.

• Time - Evaluate your schedule for the next day and verify that you are prepared for everything scheduled.

• Space - Whether you're in 4 walls, an open office space, a vehicle or working from a bag, tidy up your workspace... File new items and put that day's work back into each item's home. Finally, make sure what items you will need for the next day's activities are ready and easily accessible.

• Successes - We live in a do, do, do society, meaning we don't necessarily take time to celebrate when we achieve the goals for which we strive. When we take time to celebrate our successes, we are better motivated to keep working towards even greater accomplishments. Therefore, make sure you take time to celebrate daily successes, no matter how large or small.

• Gratitude - While there is a vast amount of research regarding how gratitude improves productivity, you can click here for 20 such ways as shared by Lifehack. With that in mind, you can use the power of gratitude to drive your daily productivity. End each day's Daily Wrap-Up with gratitude, and make note of that for which you are grateful each day. 

Share your story... Do you take time at the end of each day to properly wrap-up that day and plan for the next day? Alternatively, what issues have you encountered when you haven't been able to regroup and end each day by getting back on track.

Use a Weekly Strategy Session to Organize for Success

It's Friday afternoon, and, as you look back on the week wrapping up, how productive are you feeling? Usually, when we come into the week with a game plan, we are able to address what's important, rather than getting caught up in putting out fires or handling what's urgent; we tackle our priorities. Yet, if we wait until we walk into the office to determine what must be done, the phone rings, we get an emergency email or someone stops by to ask for our time; then, we're pulled in totally different directions, not meeting our goals.

I urge you this afternoon (and every Friday afternoon going forward) to take time for a Weekly Strategy Session, where you wrap up the week that's ending and properly plan for the week ahead. Going beyond prioritizing our schedules so we're scheduling our priorities can be extremely powerful. It's amazing what being proactive can do for achieving important objectives!

Work through each item below to properly plan the week ahead:

• Carryover Tasks - Evaluate which of the ending week's tasks were completed, determining what's left undone and to when those undone tasks must be carried forward.

• Client Communications - If there are people with whom you've been meaning to connect, call or email to schedule a convenient time to chat in the following week. Likewise, connect with clients you've done business with previously but haven't heard from in awhile; remind them of how you enjoyed working with the in the past, suggest new ways you can help, share what's new in your organization and pass along articles you feel might be helpful to them.

• New Tasks - Schedule time to complete any tasks moving towards their deadlines, making sure each what that must be done has a when for moving it from "to-do" to "done".

• Time Commitments - Review next week's commitments to ensure you're prepared for related tasks and appointments, making sure there is time for preparation and travel to each.

• Development Options - Determine opportunities for personal and professional growth, scheduling what will move you towards your goals and keep your priorities in focus.

• Strategy - Map out a specific game plan for addressing the upcoming week's task and time commitments, empowering you to start each day with only 3-5 "must do" items.

Especially when you first start implementing the Weekly Strategy Session, set a timer. Knowing you have a certain amount of time in which to complete this checklist will better ensure your planning doesn't run longer than necessary. Plus, shorter times lead to an extra burst of energy to get more done in less time.

No football, basketball or baseball team would go into a game without scouting the opponent and creating a game plan. Similarly, you should never go into a week without properly planning, evaluating what's ahead and determining how you will address all that you must handle. It is with a Weekly Strategy Session that busy professionals can be organized for success.

Share your story... Do you take time at the end of each week to properly plan the week ahead and proactively address your priorities? Alternatively, what issues have you encountered when you haven't been able to plan adequately?

Prepare Your Business For Data Issues

Companies and individuals are more dependent on technology than ever before, and that dependence grows daily. As such, computer viruses, data leaks, system hacks and other technology-related issues can pose real emergencies. While the thought of something bad happening is difficult to consider, it is vital to take steps to protect yourself, your team, your clients and your overall business.

Here are a few items to consider now to support your preparedness when any potential data issues arise:

1. Make sure your business uses a hosted exchange server. Moving your exchange server offsite ensures your company email, calendar sharing and contacts directory will work, even when your physical office space is unavailable. Plus, moving it offsite removes the cost and complexity of managing the hardware yourself.

2. Utilize hosted VoIP for your business' telephone needs. Moving the brains of your phone system to an offsite solution ensures you can still send and receive calls amidst whatever disaster impacts your area, even when your physical office space is unavailable; plus, this ensures you can transfer calls to anywhere at any time, and each team member will receive voice mail messages as emails to whichever email address he or she prefers.

3. Download apps from the web. Applications installed to your computer by a CD or by the manufacturer of your laptop / desktop require manually upgrading to the latest version. Alternatively, using cloud-based software applications will ensure all team members are always working on the latest software from anywhere on any technological device. Plus, this option provides tools that are more reliable and more easily accessible, enabling your business to function from nearly anywhere.

4. Save important information to a cloud storage solution. Both paper and electronic documents can be damaged by natural disasters when saved locally. An onsite server is subject to local emergencies, especially fire and flood. Having vital data saved in one place leaves you susceptible to viruses and "disappearing" content. However, when you choose a cloud storage solution, such as Backblaze, Carbonite, Crash Plan or Mozy, your information is encrypted and saved in several places, making it much safer and more secure. Convert paper documents to an electronic format and, then, store them remotely, making all your information easily accessible AND safe from harm. Here are some items to include:
- insurance policies and contact phone numbers
- business licenses, permits, articles of organization and EIN
- bank account numbers and representatives' contact information
- deeds to properties
- service contracts for all your products / tools and the contact numbers for those overseeing their maintenance
- inventories, both of items in office space as well as items to sell

5. Create and implement a cybersecurity strategy. For my clients, I recommend a consultation with Bianca Montes Jones of justotech; however, no matter with whom you consult, it's important to make sure your company has appropriate virus protection, is not susceptible to hacks and maintains appropriate restrictions for team members' use of the Internet.

A little bit of risk management up front can lead to saving a good deal of money, headaches and heartache over time. Click here for a video overview of steps you can take to prepare your business for potential data issues, and please share successes in the comments.

What steps will you take now to boost your preparedness?

Prepare Your Business For Potential Fires

An emergency is a sudden and urgent state of need for help or relief that's created by some unexpected event. Regardless of your location and the risks uniquely associated with that specific place, we are all in danger of emergency resulting from fire. Plus, it is important to note that the hazard of fire is not limited to your home; your business is equally at risk of burning down. Are you prepared for such an emergency?

Fire can create disaster for your business at any moment, but it doesn't have to slow your business down. Take the following steps now to boost your preparedness for whenever fire might possibly strike. You'll appreciate being prepared when your business and personal safety are faced with a fire disaster.

- Make certain you have proper insurance. Inadequate insurance coverage can lead to major financial consequences if your business is damaged or operations are interrupted for a measurable amount of time. Ask your insurance agent, broker or underwriter if you are adequately covered for potential property damage as well as what business interruptions you could possibly face. Check out Ready.gov/business for a form that can be helpful in evaluating your insurance coverage.

- Back-up all important programs and data to an offsite location. While many rely on online file repositories, like Box, Dropbox, Google Drive, iCloud, Spider Oak and Sugar Sync, please keep in mind that these are not back-up solutions, serving instead to make your selected files available across your many devices and to make those files easier to share with others. Alternatively, I highly encourage you to consider "set it and forget it" solutions, like Backblaze, Carbonite, Crash Plan and Mozy.

- Make an evacuation plan. The ability to evacuate your team members, customers and visitors quickly can save lives. Ensure there is a warning systems (like smoke detectors) throughout your facility that everyone can hear, and schedule maintenance of those systems, particularly marking your calendar to replace batteries and test the devices regularly. Determine at least two ways for each team member to get out of every part of each building, including ladders to come out windows of upper stories, and educate your team as to how they can use that evacuation plan. Tell everyone to crawl on the floor because smoke rises and to check doors for heat before leaving any room. Identify a location away from your facility for everyone to gather outside their building, helping you determine whoever might be missing, and share this information every year with your team, educating new hires upon their arrival. Remind everyone that, once you've left the building, everyone is to stay out and do not re-enter for any reason. Plus, don't forget to call 911 from your safe location.

- Do what you can to limit damage before being struck by fire. When possible, prepare and maintain adequate firebreaks and green spaces around your property. Consider installing fire glass in windows and doors. Locate your sprinkler shut off valves so first responders can easily access them and prevent residual flooding; on a related note, routinely test your sprinkler systems to keep them in good working order. Likewise, know the location of major HVAC, piping, gas and water lines to aid in the domino effect of damage being done to your facility. Keep emergency exits clear and marked with plenty of signage to direct anyone in that area.

Risk management is a way of thinking that permeates your entire organization, from the most senior manager to the newest edition to your workforce, and seeks to preserve your company's ability to continue in the face of whatever might arise. Being prepared for emergencies and natural disasters should be no exception. Click here for my video of tips and visit the Ready Business website, launched by The Department of Homeland Security and The Federal Emergency Management Agency back in 2004 to make sure businesses are prepared in the event of an emergency.

Is your business prepared for a fire? What steps will you take to increase your preparedness?

Get Clear For The New Year Week #3: Organize Your Calendar and Contact Systems

As we talk about steps you can take now to make the new year your best thus far, we are empowering you with the optimal tools to drive your desired workflow results, which must include your calendar and contacts’ list. While many might contend that “one is a lonely number”, when it comes to your productivity, I say that one is a very powerful number. With that in mind, I highly recommend you address your productivity toolbox like you are one human-being, not a personal you versus a professional you, which means...

One Calendar: A single planner enables tracking all commitments in one place, making it less likely to forget anything. Having business and personal showing at once will allow scheduling for you as one full entity and better ensure that nothing falls through the cracks while you avoid any double-booking.

One Place for All Your To-Do Items: Keeping all action items that need your attention in one running list allows you to easily pull 3 - 5 items for each day’s must-do list, making it more likely all will get done, aiding in prioritizing and empowering you to assign each “what” a “when” so time is scheduled for its completion.

One “Data Dump”: Our brains are designed to think, not remember, but we fill them with more and more each day; keeping all that we’d like to remember in one place (such as in your Evernote database) ensures meeting notes, ideas, phone messages, inspirations and the like are easily accessible from anywhere.

One Address Book / Contact Relationship Management (CRM) Tool: For contacts’ names, phone numbers, emails and snail mail addresses as well as any related notes, keeping everyone’s information centralized better ensures contacts’ data is kept up-to-date and accessible. When updates must be made in numerous places, they’re less likely to get done.

One “Weekly Strategy Session”: As we discussed last week, dedicating time each week to creating a game plan for the upcoming week means more gets done and keeps you on the right track, especially pared with a morning jumpstart and end-of-day wrap-up. With this trio of tools, you stay in control of your actions.

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To elaborate on steps you can take right now to prepare for your greatest successes in the new year, here are a few calendar-related items to consider and incorporate in your actions:

- Whether paper or electronic, make sure your one calendar solution for 2015 is equipped with the holidays, birthdays, important events and reminders that are most important for you. If any are missing, add them now; plus, if your solution is electronic, add alerts as appropriate to keep you on track.

- Get in the habit of documenting all activities; rather than depending on your brain or a running list of events, let your calendar do the heavy-lifting for all date-specific commitments.

- As you become more comfortable with your weekly strategy session, morning jumpstart and end-of-day wrap-up, you’ll view your calendar solution as a bigger and bigger part of your productivity toolbox; with all the options available, there is guaranteed to be a good fit for your specific needs. Test out what options exist until you find a good fit for your needs, whether paper or electronic, daily or weekly or monthly view.

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Likewise, to further elaborate on steps you can take right now to prepare for your greatest successes in the new year, here are a few contacts-related items to consider and incorporate in your actions:

- Whether paper or electronic, make sure your one address book or CRM tool is filled with all your contacts, whether personal or professional, including clients, team members, vendor partners, friends, family members, neighbors, industry contacts, networking connections or referrals. 

- Double-check that each person’s record includes the most up-to-date information for contacting that particular individual, including that person’s current phone number, email address, job title, place of employment and pertinent notes. If you are looking for a technological tool to shortcut this process, consider apps like EasilyDo, Humin, Sync.ME, Brewster, EverContact and FullContact.

- Determine what will be your system for continually inputting updated or additional information as it is brought to your attention. While this may be resolved via one of the aforementioned apps, if someone mentions her new job to you when you’re meeting face-to-face, you’ll need a specific process to document the associated updates and, then, add them to your contacts’ solution. You might want to document them in your “data dump” and schedule one block of time weekly to transfer the updates.

- If you would like a solution that does more than any address book can complete, consider a Contact Relationship Management (or CRM) Tool. With a CRM tool, you remember everything about each individual with whom you’ve connected and you make sure no opportunities fall through the cracks. As you are searching for your best option for a CRM solution, determine whether its ease of use, accessibility, customization and integration with other tools all meet your specific needs; then, make sure you test drive the product before making any short- or long-term commitment. Options that deserve some consideration are ACT!, Infusionsoft, Insightly, Nimble, OntraPort and Zoho CRM.

Speaking of CRMs, as these provide structure for walking prospects through a sales process, they empower leaders to hold team members accountable, measuring each team member’s success rate as they move prospects from step to step of the sales process. Be sure that each team member is aware of what consequences exist for not utilizing the designated sales process, provide resources for improving conversion rates and hold each team member accountable for trying to improve. Via structure, customer relationship management boosts success.

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ASSIGNMENT: Visit here to see a video related to this blog post; then, this week, clarify what you’ll use as your one calendar solution, one place for all your to-do items, one “data dump”, one contact management solution and one weekly strategy session. Then, make sure your calendar solution includes alerts for any applicable holidays, birthdays and important events, starting to develop the habit of documenting all activities in this one calendar solution. Finally, verify you have the most up-to-date contact information for everyone in your database and choose a tool and / or process for ongoing maintenance of contacts’ data.

Where has “the power of one” proven most helpful for your productivity? Do you prefer a paper or an electronic solution for your calendaring tool? Alternatively, do you utilize any apps to help maintain your contacts’ information? Further, are you using a paper or electronic address book or do you prefer a CRM tool instead? What do you find as strengths and weaknesses of paper versus electronic for any of your current productivity tools?

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?

Get Clear For The New Year Week #1: Priorities, Goals, Objectives and Saying No To What Doesn't Fit

Today, successful small businesses must make changes quickly when needed. Technology is evolving rapidly, dramatically altering the way in which businesses find, interact with and meet the needs of clients. The number of employees continues to be cut while resources become more limited, continually asking small businesses to do more with less. We're often reminded how important collaboration, communication and scheduling are when looking at our own successes as well as our teams' successes.

Chances are good that your expectations for the new year are even higher than what you had in mind and have accomplished in the year that’s ending. If so, take action now to make changes for improving your business moving forward. In my “Get Clear For The New Year” series, I’ll post each week of this month about steps you can take now to make the new year your best thus far, empowering you with the optimal tools to drive your desired workflow results.

Let's start by discussing the foundation for your upcoming success: your priorities, goals and objectives. Each of us has 1,440 minutes in each day or 10,080 minutes in each week, which means we have only 525,600 minutes in all of 2015 to achieve everything we desire. Time is a limited resource, and we cannot add to that allocation. Instead, we can only manage our actions within that allocated time to do all we possibly can. With such a limited allocation of time, it is extremely important to be focused on how we want to use it.

As Stephen Covey encourages, think of each week in your year as if it were a jar. In front of you, you’ve been given a pile of rocks, a pile of pebbles and a pile of sand. Those rocks represent actions to support the most important commitments in your life, whether your career, your health, your loved ones, your education, volunteering for a cause that’s important to you or something of equal priority to you; there are serious consequences if these tasks are left undone. The sand represents actions that are neither important nor urgent but can be good releases throughout your day, week or month, like watching funny videos on YouTube, playing video games and catching up on personal social media. Then, the pebbles represent what actions fall in between the importance levels of your rocks and sand; often, what are currently considered pebbles would become rocks if they are postponed for too long, but you currently have a little wiggle room on them. The pebbles represent tasks with slight but manageable consequences if left undone. Each week in your year can hold only so many of your rocks, pebbles and sand; be strategic and proactive about which items you choose to give your limited time. As indicated in the video at http://youtu.be/6_N_uvq41Pg, if we each allocate time for what’s most important first, we’re more likely to have more time to accomplish much more of the rock, pebble and sand items that we desire.

In these last few weeks of 2014, it’s important to clarify your rocks, pebbles and sand, creating the habit of scheduling each week with time allocated for rocks before pebbles before sand. To determine your business’ rocks, it is imperative to be clear about what are your company’s priorities and goals. Jumpstart this analysis and move towards clarity on your priorities with these strategic-planning questions:

1. What is the one thing your organization did best this year, and what is needed to repeat that success?

2. What is the one thing your organization most needs to improve, and what must happen to fix it?

3. Which groups or individuals have prevented your organization from reaching its greatest possible success, and what can be done to remove that hurdle?

4. Which groups or individuals were most responsible for your organization’s successes this year, and how can those folks be shown appreciation while encouraging that success to be repeated in the new year?

5. What performance metric has been falling below expectations, and what can be done to correct that?

6. What performance metric most closely reflects whether your organization is operating successfully?

7. Which products or services offered by your organization are most profitable? Least profitable? How can business operations be more aware of the profitability aspect for what products and services are offered?

8. What resources can help team members better achieve the organization’s goals, like networking, administrative support, technological tools or more streamlined processes?

9. About what results are you most passionate, excited and motivated? How can you focus more intently on that specific facet of your organization?

10. What areas of your business can be outsourced or automated to achieve better results in other areas?

From your answers to these questions, you can deduce which areas of your business rank as your highest priorities headed into the new year. Create a goal for each of the determined priorities; then, make sure that each goal is supported by SMART objectives, meaning they are Specific (targeting an exact area that is to be improved), Measurable (able to quantify progress), Assignable (have specified who will complete), Realistic (associated with results that can realistically be achieved with available resources) and Time-related (to be achieved by a specified deadline). 

Heading into a new year means a blank slate, and focusing your actions on your personal and professional priorities can lead to outstanding outcomes; however, it can also mean changes to your existing behaviors or habits, which is challenging. As opportunities come your way that are not aligned with your priorities, it will be important that you are armed with ways to say “no”… Here are a few examples:

- Let go of the kind of work you do not want to be spending your time on by saying “Unfortunately, I simply don’t have time for that right now”, which opens space for doing the work that really deserves your time.

- If someone approaches you with an idea, venture or suggestion in which you are interested but you just don’t have the bandwidth to consider it at this particularly busy time, say that this is a busy time for you, and ask that they contact you again after whatever date you specify as being a less busy time; this approach avoids your overwhelm by putting the ask back on the asker’s to-do list.

- Although you never owe the other person more explanation than you feel comfortable giving, if you choose to elaborate a bit more, you can always say “I’d love to, but I’ve got other commitments right now”, and feel free to explain to whatever degree you prefer what those other commitments might be.

- You can always choose the more direct approach, saying “It’s a no, I’m afraid, but thanks for asking me."

- Whenever you are overwhelmed by your current commitments and turning down a new alternative, I find it very successful to be upfront and clear about your state of overwhelm; examples of this approach include “I’ve got too much on my plate right now” or “Bandwidth is low so I won’t be able to make it work."

Whenever you are offering a “no" response, it should always be truthful, firm and not overly apologetic or explanatory; once you’ve made the decision to say “no”, try to not overthink it and always take action.

ASSIGNMENT: Visit http://youtu.be/tls8uNfeBao to see a video related to this blog post; then, this week, take time to answer the aforementioned strategic-planning questions, deducing what your priorities might be. Practice scheduling your week to focus more intently on your priorities, and brainstorm goals as well as SMART objectives associated with those priorities. Make time in your schedule for what matters most.

What are your priorities, goals and objectives? How do you make time for what’s most important? How do you move away from opportunities that do not fit your priorities?

Top 10 Tips for Getting from "To-Do" to "Done"

Tips To Mark Tasks Off Your List

Whether for our occupations, running our homes, volunteer work or helping take care of those we love most in our lives, most of us have an endless list of tasks that must be completed… Yet, how can we best move those actions from “to-to” to “done” status? Here are a few useful tools and tactics to make that process a little easier.

1. When faced with a task, decide if you should "discard", "delegate", "delay" or "do" the action... Not everything must be done, and those that truly must be done don't always have to be completed by you.

2. Consider options like eLance, Fancy Hands, Fiverr, Task Rabbit and Thumbtack to outsource what others can complete more quickly than you can or to open time in your schedule for attacking other to-do items.

3. Strategize on what tasks can be automated via If This Then That, Podbox or Zapier; program them into the selected solution so you can move on to something else that needs your attention.

4. Be realistic about what can be accomplished on any given day... Narrow your running to-do list into three to five tasks per day of your week; then, start each of those priorities with a verb to drive action.

5. Remember that every “what” assigned a “when” is more likely to get done. Since I've yet to find a calendar that includes “someday”, be specific about when each action will be completed and schedule enough time to make progress.

6. Complete a weekly strategy session before each week to create a game plan for (a) what carries over from the prior week, (b) what upcoming appointments require preparation and (c) what tasks must be done when. Keep in mind the importance of scheduling what’s important but not urgent related to your goals.

7. Consider an electronic task manager app because it will offer reminders, allows undone tasks to more easily carry over to later dates and can have recurrences scheduled, like Any.Do, Carrot, Remember The Milk, Pocket Informant or Wunderlist; however, know that paper lists can work if that is more in line with your personality and your workflow, particularly for those that are not mobile workers. While the options are endless, the priority is that you get things done.

8. Break larger projects into smaller, more manageable tasks to be done individually, eliminating procrastination from overwhelm or not knowing where to start. When handling many large projects, try adopting a project management tool, like Asana, Azendoo or Mavenlink.

9. If you’re having trouble getting tasks done, utilize a timer… Once you get rolling, you might not stop, you can do anything for 15 minutes or so, and shorter times can lead to an extra burst of energy.

10. Always keep in mind that your overall well-being is very instrumental for your productivity: be sure to exercise, eat well (starting with a good breakfast), get enough sleep for your needs, take time for massages and incorporate positive music in your workspace.

What have you found most helpful in your attempts to mark things off your to-do list? What tactics do you utilize for finishing tasks?

A Pleasure to Share "Be More Productive While Working On-The-Go" with Professional Mortgage Women

 Yesterday, I had the pleasure of speaking to the Raleigh - Triangle chapter for the National Association of Professional Mortgage Women. You can learn more about their organization at http://www.napmwraleightriangle.org/. Meanwhile, since these lovely ladies enjoyed my presentation so thoroughly, here are some of my presentation’s tidbits for you, too.

- Make sure you have the right tools to support working on-the-go… Do you use a smartphone, tablet, 2-in-1 and / or laptop? Are your email, contacts and calendar syncing properly between your various devices so there’s less repetitive actions?

- Always keep tools near you for charging or providing back-up power to your devices, no matter what types of devices you use. Using GRID-IT organizers to keep a set of necessary tools wherever you might be working is helpful, culling together charging cords, flash drives, headphones or earbuds and the like via one for your office, one for your bag and one for your vehicle. Likewise, Mophie’s rechargeable juice packs keep your smartphone going for hours extra.

- It’s even more important than ever to clean each of your tech tool’s exterior regularly as most of us simply do not have time to be getting sick… Do you have a microfiber cloth to use on your smartphone, tablet and 2-in-1 devices?

- It is easier to find what we need more quickly if it’s stored electronically. Invest in a quality scanner for uploading your docs to various online file repositories and, then, choose between Citrix ShareFile Quick Edit for iOS and CloudCube for Android to cull your databases on different online file repositories so you stop wasting time searching.

- Consider how your processes need to be adjusted to transition from offices to mobile environments. There are plenty of tools to help: DocuSign, HelloSign and SignNow for electronic signatures; eFax, MyFax and RingCentral for faxing; PicMonkey, Animoto as well as Skitch to edit imagery for advertising; TimeTrade for scheduling.

- Above all, though, “practice the power of one” with one calendar, one daily to-do list, one running list of tasks to be addressed, one data dump, one address book and one weekly strategy session. This approach helps you avoid duplication, prevent forgetting things, quickly find what you need when you need it and focus on addressing all that’s important.

What tips and tidbits do you utilize to be more productive while working on-the-go? With what do you struggle as you’re working from mobile environments, like planes, trains or automobiles?

Location, Location, Location!

In real estate, there's an old adage of "location, location, location", highlighting the importance of where you choose to buy or rent. Well, organizing your office places the same importance on "location, location, location". Here are a few things to keep in mind when organizing your space:

- Make it easier to find what you need when you need it by limiting what is kept in your space... Purge what's unnecessary, and remember that "I might..." does not count as a reason to retain something.

- Keep the mantra "like with like" in mind to group like items together, making it easier to find what you need when you need it.

- When assigning homes to what you keep, store items closest to where you'll be using them, creating "stations" for each function of your job.

- Determine if your personality is more "out of sight is out of mind" or "in view creates visual clutter" so you use appropriate storage tools.

- Every item you retain should be assigned a "home" so it's easy to locate when needed and easy to put away when finished working with it.

- Once homes are assigned, be sure to clearly label what goes where... Label each file or container with terms that enable you to find what you need. There's no "right" or "wrong" verbiage to use when labeling each home.

- When creating your storage solutions, remember that "horizontal is hidden and vertical is visible" so you can easily see labels and know what you have.

- Separate "active" items from those you consider "archive", keeping actives closer for easier access while storing archives further away.

- Use color to group related items... Things you like less placed in files or containers that are of colors you prefer make those items less of a negative and drive actions.

- Move shared files / tools into a common space for team members to easily access in a timely manner whenever they are needed.

- Don't forget about walls and backs of doors... Often, these areas are wasted space, but they can provide a plethora of storage options.

- Remember "a place for everything and everything in its place" to stay organized for the long haul, particularly as new items arrive.

Are any of these tactics you are currently utilizing? Could any of them be implemented for your greater productivity?

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.