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Posts Tagged ‘Productivity’

Sanity Saver: Outsourcing the House

Saturday, July 5th, 2008

A few months ago, my husband and I had a shift in our finances — an unexpected decrease in expenses, which led to an increase in funds available. There were lots of potential places into which the newly found funds could be directed. But, for me, the choice was crystal clear — we absolutely had to get a house cleaning service.

I must first confess that until just a couple of years ago, I’d never ‘believed’ in hiring anyone to clean our house. (There were certain kinds of people who had cleaning services — extremely busy people out doing urgently important things or people with money dripping from their fingertips; not regular everyday people, or so I thought).

My husband didn’t believe in the concept either. In fact, he was pretty confident in our ability to do it ourselves. He felt like we should be able to make it work — a concept I’d put to rest long ago. Eventually, he came around and we both accepted that it wasn’t about ability or even our desire to do it (or not) — it was about time. While we generally kept the house tidy, finding the time to really clean it was a growing challenge. We simply didn’t have the time, as many working families can attest.

We’re a family with two working parents and three kids all under the age of six living in a modest house. More and more, household chores were eating away at time that could be spent with our children and doing other, far more enriching things.

At the same time, the ‘outsource the house’ movement was taking hold. Families from all walks of life were taking back their time by outsourcing many of the chores that were eating up family time — everything from housecleaning to laundry to lawn care. It was all starting to make sense. It took a while to get here, but now, I think I’d sooner give up chocolate than the house cleaning service.

What we pay out to have the house cleaned every two weeks, we gain in:

  • reduced stress about what cleaning needs to be done and when
  • less mental energy spent trying to figure out how to get it all done
  • more time spent on things we want to do
  • that hour or two where everything is just so, until …

So, when you think about work/life balance, time management, and such, what’s one thing that, if outsourced, would have a positive impact on your quality of life?

And, if you’re already outsourcing, what have you outsourced in your house and what has been the pay-off?

Sanity Saver: Mental Notebook

Wednesday, June 25th, 2008

mental_notebook1.gifOne day while cruising through Target for this or that, my girls, Peeba and JoJo, were particularly ripe with requests. I was on a mission, very focused on getting what I came for and nothing more. So, when the girls would make a pitch for something they wanted, I would say, “Okay, I’ll put it in my mental notebook.” “What’s that?” they questioned. I explained that it’s the place where I store information that I want to remember, but don’t need or can’t use at that moment. They loved the idea of a notebook that lives in your head where all of that important stuff, like which book or toy they want during this shopping trip, gets put.

On the next trip to a store containing childhood delights, I was thoroughly confused when Peeba asked me to put something “in that mental place.” At first, I had no idea what she was talking about, but she helped me understand that she was talking about my mental notebook. Over the past several months, she’s begun to connect more dots and has asked, “what happens to the stuff that goes into the mental notebook and when does it come out?”

I share this story because we’ve all got our mental notebooks. They hold things like the reminder to get gas on the way to work, to pick up milk on the way home, return a phone call, schedule a meeting, request time off for vacation, etc. Sound familiar?

Although I don’t keep a mental notebook for all of the things the kids request from the stores, I do keep an actual mental notebook, a.k.a. back-up brain, for the those pressing, but easily forgotten things that come back to haunt over and over again (which may or may not include kiddie requests).

My favorite tool is a slim journal by PaperBlanks (pictured above). It’s 3.5 x 7 inches and easily fits into a small purse or jacket pocket without taking up much space. And, with 176 pages, there’s a lot of space to jot one’s thoughts. I also use my mental notebook to jot down notes from conversations had on the run, details about potential purchases while shopping, the phone number of the mom I just met and want to reconnect with, and other miscellaneous thoughts I want to later recall.

Whatever your tools it’s important that you really like it. You’re more likely to use it if it’s something that appeals to your taste, style and needs. For me, light weight, easily portable, magnetic closure and thick pages are part of what makes the slim journal work for me. Sounds trivial, but these small details really can make a difference. If you’ve got a notebook that’s hard to find, flops open in your bag so pages get crumbled or torn, or is too bulky, you’ll find reasons not to use it.

I prefer a mental notebook over a note pad, list or even a PDA because I can flip back through the pages to find notes I took weeks ago. And, I get an extreme sense of satisfaction from filling up a whole book and from going back and checking off things from months ago that I finally. Even those less than pressing tasks and projects have a home where I know they won’t be lost. As a working and entrepreneurial mom constantly taking in new information and generating new ideas, my mental notebook is always with me. I actually do refer to it as my backup brain!

How to you keep tracking of those random thoughts that take up space in your head?

Overwhelmed by Email?

Monday, June 23rd, 2008

overwhelmed.jpgMe too! Personal, professional, general interest … the volume of email is overwhelming!

As a business owner and work-at-home mom, email is one of the essential ways I stay connected. It’s not only a communication tool, but I also use it to check the pulse of various communities I’m a part of or like to follow through discussion lists, like those for coaching, parenting, business ownership, and working moms.

That said, at the end some days, it really is too much. So, I was especially interested in the series NPR ran last week on “The E-Mail Age.” It explored email in a variety of contexts — in the workplace, at home, on the go, etc. and it highlighted the impact that excessive email has had on workplace culture, family relationships, business productivity and more. Best of all, the series offers some concrete tips on how to get out from under it. Take a listen

Sanity Savers

Thursday, June 5th, 2008

A new feature of this blog, Sanity Savers will offer tips, tools and resources to help retain sanity while addressing the challenges of managing work and life.

I’ve just discovered the SNAPWARE® Snap ‘N Stackâ„¢ Craft Organizer and I’m in love! With three arts-and-crafts-loving kids in the house, the array of tools and supplies quickly get out of control. So, when I saw this nifty looking set at Costco, similar to the large 3-layer square version here, I had to give it a try. (The Costco version is a 17-piece set that includes six smaller containers that are also stackable.)

After school today, the kids and I sat down and emptied their numerous containers of crayons, pens, pencils, markers, stickers, colored paper, drawing pads, stencils, beads, scissors, glue and glue sticks, paints and brushes, etc. My oldest enjoyed designating which container would hold what and then collecting the appropriate content.

Long after the kids had grown bored with the project, I was putting the finishing touches on our newly organized collection and it felt wonderful! Everything had a home and we even had extra space for small puzzles, games and miscellaneous odds and ends. In the process, we were able to toss lots of dried up markers, paint, play dough and other stuff that had lost its usefulness. The result … these beautiful towers of creativity that take up a fraction of the space, and look a whole lot better.

Snap ‘N Stack in Use

(I wish I had taken a before shot!)

To top it all off, this stackable system is expandable, so I’ll probably be returning to Costco for another set (not available online). Now there’s a tool that parents can use!

Have a great Sanity Saver? Tell us about it here!

Living In Choice: Slowing Down

Monday, March 24th, 2008

As I mentioned in an earlier post, I saw the concept of choice play out through the eyes of a toddler — Loosh, my 17-month-old son. Watching him figure out how to have all that he had stuffed into his hands and still grab something new that he wanted even more, was watching conscious choice in action.

When I found myself sick last week with my second cold in the past few weeks, I knew I had some choices to make, so I looked to Loosh as my example. Even though I wasn’t flat-out, shriveled-up-in-bed sick, I wanted to take some steps to avoid getting there.

For weeks my days and nights have been really full. I’ve been engaged in some really fun and interesting work and classes and have been making progress on some really big projects. And, new opportunities have been coming my way. But, I realized that in order to get healthy and do more, I had to let go of some things.

I started by looking at my calendar to see what could be rescheduled, post-poned or canceled. Last week I canceled two meetings and rescheduled an all-day class so that I could slow the pace a bit. I put off grocery shopping until the weekend, when family would be in town. I’d be able to use that shopping time to focus on my projects and go grocery shopping while the kids were engaged with Dad and Granddad. And, rather than stressing about when we were going to clean up the house before family arrived on Friday, I arranged to have the house cleaned.

The wonderful thing about living in choice, is that it’s empowering. With each choice I made about how to spend my time, I felt more energized about making the next choice, and the next. Because I was no longer stressed about how to fit it all in before the weekend while feeling under the weather, I was able to slow down, figure out where my attention was most needed, and focus my energy there. It was a reminder of how all of the stuff that I need to do, and need to do immediately, really doesn’t have to be done by me specifically, and it doesn’t have to be done today, this week, or maybe ever.

My cold is almost completely gone, and so is the pressure of doing it all, myself, today!

Work-life balance is not something to be achieved. It changes as life changes. What’s working today may or may not work next week. Staying flexible, adaptable and creative about how you address work-life challenges is key, as is living in choice!

Have you had to reevaluate and make some tough choices recently? How did you handle it? What was the impact?

Getting Things Done on NPR

Sunday, February 24th, 2008

If you’ve read past blog entries, you’ll know that I’m a big fan of Getting Things Done (GTD) by David Allen, which is the next big thing in productivity — for work, for life and everything in between. And, since working moms of all varieties (traditional, work-at-home, self-employed, entrepreneurial, etc.) need to make the most of every minute while working and playing, GTD is a great resource for putting systems in place to help you get there. It’s a must have for better work-life integration.

While I haven’t been able to implement the fully system, I have incorporated many aspects into my everyday life. The benefits that I’ve seen with increased mental energy, improved organization and efficiency have me looking forward to doing even more.

If you’re interested in learning more about GTD, as it’s referred to by it’s followers (and there are oodles upon oodles of us!), take a listen to this NPR piece on how techies have joined the party.

Are you a GTD junkie? If so, what’s your story?

Getting Things Done – File This!

Friday, November 30th, 2007

It’s been several weeks since I’ve posted about my progress with David Allen’s “Getting Things Done” system. While I still haven’t had the opportunity to do my full-blown purge and brain dump, implementing even aspects of the system has helped to significantly shift in the way I manage my stuff. In the intervening weeks, I’ve implemented few more gems that have really helped me stay on top of things, one of which relates to filing.

There are several things that Allen’s suggests that really break some of my own organizational rules. I’m not sure where the rules came from (most likely from jobs in previous careers that involved organizing other people’s stuff), but they stuck and stuck hard. It’s such a relief to discover other ways that mesh much better with my natural way of being. The idea of buying hundreds of file folders and creating files on the fly was so freeing. For whatever reason, in my world, file folders were reserved for only the most permanent of files. Things I needed to retain indefinitely, like client records, tax documents, bank statements, restaurant menus, etc.

With my newly attained freedom, I’m working on my third box of file folders! Creating files for short term projects and miscellaneous information has a pretty fantastic impact. I feel like I’m on my way to building a system that I really trust. I realized this earlier in the week as I headed out various meetings or prepared for phone calls. I was able to make one pit stop and find all of the information I needed related to the topic at hand by just flipping through the alphabet. No sorting through stacks of papers, notebooks, binders, or looking through the desk and assorted in/out baskets. Everything I needed was just where I expected it to be and it felt grand!

The result has been a little extra bounce in my step. Like, I’m really pulling it together as I build a system I trust to manage my personal and business lives, and I’m creating better work/life balance in the process.

What’s the Next Action in Your Life or Career?

Monday, October 22nd, 2007

As I mentioned in my recent “Work, Life, Balance, Stuff” post, I’ve been reading and working with David Allen’s “Getting Things Done” system.

One of the key things I’ve gotten from the book (and there are many!) is the practice of determining the next action for any given item. Small question – ‘what’s the next action?’ – but the impact of implementing this small question when sorting through stuff is pretty impressive.

At first, I applied the question to email messages, phone calls, task lists, and so on, and it didn’t take long for me to feel a sense of flow. Like things were moving along, almost coasting – no longer tangled up a tension-filled, overwhelming knot. I began to see progress on projects that had been sitting around for months.

Feeling that sense of flow with the more tangible, practical things made me wonder what the impact might be in other areas of my life. Pretty soon, I was asking, ‘what’s the next action?’ in conversations with my husband about making Thanksgiving plans, and getting the house ready for a weekend visitor. But, the real gem came tonight, when shepherding my two girls (ages three and five) through the process of getting ready for bed. As they bounced off the walls, and off of each other, I continually asked, “what’s next?” until what had become a game for them came to an end with no tears or pouting.

And so, I ask you, where are you stuck? In your job? In your career? In your everyday life? Where are you feeling sluggish or overwhelmed? Got an answer? Good. Now answer the simple question… ‘what’s the next action?’ Literally, the very next action. Is it to make a phone call, have a conversation, do research, brainstorm, make a list? Whatever it is, take that next step, and then ask the question again, and again, and again. Soon enough, you’ll be feeling the flow and you’ll see how contagious it is – and how the momentum that you create can carry over into other aspects of your life as well.

Work, Life, Balance, Stuff

Monday, October 15th, 2007

As a work at home mom (life and career coach) with three children, ages five and under, who is also a partner with my husband in a web business (Sojo Solutions) and who runs a community of support for entrepreneurial moms (The Enterprising Moms), I have a ton of stuff to wrangle, and it’s been completely out of control!

Many moons ago, my friend Jen recommended David Allen’s book, “Getting Things Done: The Art of Stress-Free Productivity.” At the time, it sounded like it could be helpful, but I was in the process of developing yet another system of my own, so I’d check it out as some point.

Many more moons later, I was still struggling to wrangle my stuff, and getting a little desperate. Work was picking up all in directions and the state of my stuff was costing me in time, money and pure psychic energy. My countless experiments in time and stuff management were no longer functional. And I no longer had the leisure of reinventing my systems every three to four months, just for fun. (I had discovered at some point along the way, that I really like to create systems, but wasn’t so good at using them.)

After being haunted for weeks by things I feared might be slipping through the cracks, I made a choice to take a different approach. I ventured to the bookstore on a quest for “Getting Things Done” and have been hooked since. It’s like Allen has taken all of the various iterations of my ‘systems’ – the lists, spreadsheets (color-coded; time-based; grouped by task, subject, or context), outlines and mind maps, paper planners in all shapes and sizes, electronic planners in several flavors, and web-based tools – and culled them into a usable system. I usually shutter at the thought of subscribing to anyone’s ’system,’ but not in this case!

The system isn’t simple, nor is the process of setting it up. In fact, given all of my competing demands, it will take weeks, if not months for me to implement in bits and pieces – as opposed to a few dedicated days as he suggests, to gather and process all of one’s stuff.

Still, I’ve noticed that even small bits have had a big impact – I’ve maintained a zero-count in all of my email in-boxes for almost two weeks! My attitude towards my stuff has improved because I’m putting structures in place to tie up loose ends that used to dangle freely in the wind. And getting organized has helped me to be more productive with family life, household things and work. My work/life balance is shifting to a more comfortable place, and I love it! The ripple effect is pretty cool.

So, stay tuned. As I make my way through the book and implement the system, I’ll be sharing more about my progress as I go.

In the meantime, some food for thought:

Where have you gotten stuck, doing things your way, despite less than satisfactory results? How might a new perspective and some fresh ideas shake things up?

Now, go stir the pot!