Archive for the ‘Time and Task Management’ Category

Networking When Life Happens

Tuesday, February 16th, 2010

A couple of weeks ago, I published a post on networking when weather happens. But what about life?

You get sick. Your kids get sick. Your car breaks down. A client demands extra hours. Your best client quits suddenly. Or life just gets you down.

All of these things can get in the way of reaching out to touch your contacts. As I was writing this post, one of my clients called to tell me about a shift he had made in his thinking. A couple of his deals were taking longer than expected, and he was going to get paid later than he had been counting on.

That got him down. He lost a lot of his momentum. But when he called me, he’d realized he was letting adversity interfere with his goals, and what he really wanted to accomplish. So he called to tell me that he was out of his funk and heading to the office to get things done and make stuff happen. Good for him!

It’s normal to let adversity get in the way. We all do it (myself included). Recognize what’s going on and find your way out of your funk. My client journaled about the experience, and that gave him the clarity to recognize what was going on.

What’s not good is letting adversity keep you down for long. If you’re sick, take time to get well. But then get back to work. If your kid is sick, it’s a distraction. Get help if you can from family, but do what needs to be done. And then get back to work.

If you have to miss a meeting or other appointment, remember to communicate. I’ve been left hanging more than once by someone who had something happen and forgot to call me. Okay, things happen. When your husband suffers a heart attack, you’re probably not thinking about who you need to call to reschedule. Understood. But those events are rare and extreme. Keep people in the loop.

What if you are one of those people to whom something always seems to happen? It’s not normal to always “have something come up.” If that happens for you, get help. A coach or a counselor can help you recognize the underlying causes and get you out of them.

Trust is one of the biggest factors in building relationships. Being off your game can damage trust. Once damaged, it’s much harder to get back. Do what you need to do to stay on your game as much as possible. When life sets you back, let us know. But get back as quickly as possible.

Review: Evernote

Wednesday, November 25th, 2009

Sometimes you don’t know you need something until you stumble across it.

I’m pretty well organized. When I come up with an idea, I write it down, usually in my iPhone. Until recently, I was using either the Notes program that came with the phone or Action Lists for iPhone. Notes works pretty well, but I admit, I forget to look there sometimes. I check Action Lists religiously throughout the day, but it’s really a task manager, not an idea manager. I found I had to keep things very short, and sometimes I’d go back later and have no idea what I had been intending.

Then Evernote crossed my path in a tweet. It’s a dedicated note-taking application that can be used and synchronized with a number of different platforms. Of course, there’s a version for the iPhone. And Windows, Mac, Blackberry, Palm Pre and others.

Now I can make a note on the iPhone and sync it to my computer. So I have it exactly where I need it. Mostly, I use it to make notes of future blog posts and ideas for my book. If I am writing on my computer, I pull up Evernote on the computer. If I am on the go, I pull it up on my phone.

But that’s not all! It also can be used as a web-clipper. If I see a website I want to review later, I can clip it, and the text will show up on my phone the next time I sync. That allows me to easily review content when I don’t have a good connection to the Internet, or if I’m just impatient and don’t want to wait for a web page to load.

If you need to keep track of ideas (speakers, authors, bloggers, etc), and you need access to your content in multiple places, I highly recommend checking out Evernote. Did I mention that it’s free? There’s a paid version, but I haven’t needed it yet.

Lost the Watch

Monday, November 16th, 2009

It’s Monday morning, and I feel like blogging about something a bit different today.

Over the summer, I stopped wearing a watch while on vacation, and I never put it back on. It’s been an interesting experience as I develop a new relationship with time, and I thought I’d share some of what’s changed for me.

Do you realize how much time we waste looking at our watches and checking the time? I didn’t until I stopped wearing one. I can actually see an uptick in productivity since I made the decision. And my experience with the passing of time is different. Time doesn’t seem to drag as often. That alone has been worth the experience.

I’m still on time for all my appointments. In fact, I’m often earlier, and I seldom feel rushed to get somewhere. How can I do that without a watch? Simple. Every Monday, I sit down with my phone and calendar, and I set reminders for each appointment. I look at where I am going, plan for probable traffic and set a reminder that will get me there at least 15 minutes early. When my alarm goes off, I pack up and go. Before, I would have an idea of when I should leave, but I rarely stuck to it. I would get distracted by whatever I was doing and would suddenly look at my watch and think, “Darn! Barely enough time.” Not now. I plan it in advance and obey my alarm.

I’m sleeping better. I used to check the time in the middle of the night. Then of course, I had to calculate how much time until I had to get up. That would wake me up enough that getting back to sleep was a challenge. Now, I wake up and drift right back off. So far no problems with sleeping past when I need to take the dog outside on weekends.

Are there any downsides? Sure. My wrist still feels naked. A decent bracelet should fix that, and I’m trying one now.

The oddest downside is when I am speaking. If the room has a clock, I’m fine. But if it doesn’t, I have a hard time gauging time. My iPhone works as a clock most of the time, but it’s kind of awkward to pull it out in the middle of a presentation to check my timing. Setting it on a nearby surface and drifting over to make a quick check is mostly working. But I still need to find a better way of dealing with this situation.

Any ideas? Anyone else tried getting rid of the watch?

Taking Back Your Time with Social Media

Friday, November 13th, 2009

Yesterday, I talked about how social media time management needs to start with looking at your goals, tools and strategy. Today, I’ll show how those three items influence where you spend your time with social media. I’ll close with some practical tips I’ve discovered along the way.

Again, I’ll use myself as an example.

My goals are to learn about social media and to build a following/fan base for promoting my book when it’s published. My strategies are giving back, adding value and meeting new people. How does that affect how I spend my time?

I skim a lot of the content that streams by. I’m looking for a few things: interesting topics to pass on or retweet, cool people to follow and stuff I’m interested in. Things that jump out at me? Networking, iPhone, social media, netbooks, economic news, small biz advice and funny stuff. I mostly ignore quotes, though attributed quotes will catch my eye if I like the author. Posts on these topics are most likely to meet my strategic needs of finding interesting people or content to pass on.

I also look for the names or avatars of people I know often post good stuff. My eye will slow down when I scan past them.

Do I miss stuff by scanning? Sure, but I can’t take the time to read in detail everything that goes by. I’m pretty ruthless to stick to the topics or people who will advance my goals. Everyone else goes by at top speed.

That probably raises the question of how do I decide who to follow? I follow people who are likely to advance my goals. And if someone I start following doesn’t post things of interest to me, I drop them. That puts me firmly in the camp of someone who does not auto-follow everyone who follows me. It’s a choice I made, and others make a different choice, but I made it to be true to my goals and strategy.

If you follow me, you probably notice that I tweet in bursts. That’s because I find blocks of time to engage. I deliberately plan to get to meetings 15-20 minutes early. Then I pull up Twitterific on my iPhone and scan my stream. I abuse the “favorite” function to mark things to review later on the computer. Scanning is easy on the phone. I can burn through 100-150 tweets in 15 minutes. Actually reading content is much faster on the computer, and that’s part of how I manage my time.

I turned off the “notify by email” function when I am followed or direct messaged. Until I did that, I was wasting a ton of time reading and deleting those emails. No more!

I only check who is following me a couple of days a week. In the early days, I checked several times a day and scanned for who to follow back. Now I’ve learned that the great majority of people who follow me are bots who will unfollow me in 24 hours or less. Fine, I didn’t want to waste my time with them anyway. Waiting for them to unfollow me saves time. Oddly enough, my rate of actual follower accumulation has increased, not decreased since I started that.

And I review regularly who I am following. If someone is wasting my time, I unfollow. My time is precious. No need to waste any of it.

I hope this has been helpful. Anyone else have any tips to share? Looking forward to them in the comments!

GTD on the Go

Friday, October 9th, 2009

I wrote about GTD yesterday as a way to manage overwhelm. Not surprisingly, several of my clients regularly experience overwhelm, and I have worked with them on implementing the process. A common question arises. “How do I do this on the go?”

One of Allen’s principles is that you need to have your system with you at all times. If you think of something, you need to be able to write it down. Can you use scrap paper? Sure, but then you have to remember to copy it later.

A smart phone is a great place to keep your system. For those who haven’t read the book, you need two things: a calendar and a project/action list. I started GTD on my Blackberry using the calendar program and Memopad. I had all my action items and project lists in Memopad. And my dated items in Calendar.

Now I use my iPhone and a program called Action Lists It’s designed to easily implement GTD on the iPhone, and they update it frequently with improvements.

But you don’t need a fancy program to keep your action items with you all the time. A small notebook will work for you paper and pencil folks. Any phone that has a Memo program will work. The important part is consistency. Capturing everything on the go will keep you focused and on track, allowing you to be more effective in the same amount of time.

If you haven’t yet read the book, do so. It’s well worth the time.

Anyone have any GTD on the go stories to share?

Managing Overwhelm

Thursday, October 8th, 2009

I realized it had been a while since I have posted on Getting Things Done, the excellent book on time management by David Allen.

Last week, I was feeling overwhelmed by everything I was trying to get done, meetings I had to attend, clients to coach and presentations to make.

One of Allen’s main points is that you have to capture everything you need to do: business and personal, tasks and appointments. Anything you haven’t yet captured will take just a little bit of your mental and emotional energy. Multiply that by the number of things you haven’t captured, and you have a real drag on your energy and creativity. And that’s exactly what had happened to me.

I sat down and started capturing everything in my head that hadn’t yet made it into my personal GTD system (by the way, Action Lists for iPhone). It didn’t take long, no more than 10-15 minutes. I organized them into next actions and projects. As soon as I was done, I felt lighter! I was able to get on with the rest of my day feeling I had everything back under control.

Try it the next time you are feeling overwhelmed by life and work. And don’t forget to share your stories.