Tag Archives: schedule

Productivity Tips for Life Management

productivity morning ritual

Tip: Start your day with a routine that primes you to be in charge

All of us, at one time or another, get that sinking feeling of having way too much to do in way too little time. It’s demoralizing to feel overwhelmed by the routine tasks of everyday life. While barely treading water with the routine tasks, it doesn’t take much – a flat tire, an unexpected potluck, a roof leak – to push your schedule into full chaos. How can you reclaim your sanity and sense of control and competence?

Here are some strategies from a recent workshop we took from Productivity Coach, Steve Kirch.

Make Conscious Choices

Busy is a choice, but often doesn’t feel like it. You may not feel like you have choice or control over your time. But even in the most obligated person’s schedule there is enough wiggle room to create space for reflection, planning, and some choice-making. Regaining control of your schedule and your life, starts with making a little time to evaluate the bigger picture and consciously deciding what tasks are essential and where they fit best in your schedule. Otherwise, we get pulled from our important goals into other people’s priorities.

Purge, Purge, Purge

One of the most essential things to do is re-evaluate how much you take on. Just as our spaces get cluttered, so do our schedules. Given your personal priorities, figure out both your essential tasks and those that make you truly happy — and fit those in first.

Create a Morning Routine

It doesn’t have to take oodles of time to plan.  Start with 10 minutes of any day and be intentional about how you are going to spend your day. What are YOUR critical few priorities for today? The ideal time to do this is first thing in the morning.

Consider getting up a little earlier and incorporating this short morning routine that grounds you for the day and helps you feel in control of the ship:

  • Stretch or move
  • Drink some water
  • Meditate
  • Plan the day (check your calendar)

Get Things Done

Try these strategies for actually getting tasks done:

  • Time blocking – group like tasks together and schedule a block of time to complete them before moving on to a different set of tasks or project.
  • Pomodoro Technique® – work for 25 minutes, don’t work for 5 minutes, for 4 rounds –then take a longer break.
  • Don’t check email first thing in morning.
  • Know your biological prime time – what is yours? Try and schedule important tasks during this higher energy time.
  • If you’re naturally distractible (ADD), structure your planning time to avoid distractions and consider silencing your phone or putting it on airplane mode to avoid interruptions.

Try to incorporate one or two of these tips into your day and see how it feels.  If you need more help, consult with a Professional Organizer, Coach or Productivity Specialist.  Asking for help can be one of the most productive tips of all.

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Filed under ADD/ADHD, Decluttering, home organizing, organizing, Perspective, Technology, Time Management

Put Your Time In The Pickle Jar

Pickle Jar Theory

A man comes into a meeting of co-workers with an empty pickle jar. He fills the jars with rocks and asks the group, “Is there any more room?”

No!   He then adds pebbles to the jar and shakes them down. “Is there any more room?”

No!   He then adds sand to the jar and fill in the cracks. “Is there any more room?”

No!   He adds water until the jar is topped off.

What is the lesson? “There is always more room than you think?”

NO!   Put in the big rocks first.

The jar represents your time. If you put the larger rocks in first (your higher priority activities) you’ll be able to fit in the smaller pebbles (those less important activities) around them. This enables you to fill your time with what’s important and make progress on your goals.  If you fill your time with sand and water (less important activities like playing on the computer, watching TV or snacking) you’ll have no room in your schedule for the big rocks (activities that make your life worthwhile such as playing with your kids, writing that article or connecting with a friend in need.)

This “Pickle Jar Theory” is a popular concept in time management circles.

How do you figure out which tasks are your big rocks? What are your important activities?  Here’s one way:

  1. Block time out to review your to-dos…write them all down
  2. Search your mind for all those things you want to do…large and small…give yourself some time to gather all those promises you’ve made to yourself and others…all those hopes and dreams you have set aside
  3. Sort to-dos into categories such as: creativity – work – family – finances – achievement – romance – community – home – friends – health
  4. Prioritize categories based on which are the most important to implement NOW to move you toward your goals. Pick only 2-3 categories to focus on
  5. Purge items from your list that you think you may not do, or that you will do “later” (which often becomes never) or things you “should do” but know you never will
  6. Pick 1-2 actual tasks from your 2 – 3 chosen categories – a “task” is a one-step item like: make a phone call, read an article, write a list
  7. Analyze your calendar and figure out where those tasks will fit in (When will you do it? * Where will you do it? * How will you do it?)
  8. Rinse & Repeat – continue this process regularly to keep moving forward in areas which truly matter to you

Remember, ideas without implementation are just entertainment!

Next week, how to translate this “Pickle Jar Theory” into how you use your space.

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Filed under Decluttering, organizing, Perspective, Strategies, Time Management