The list factor

So I think I have had a huge breakthrough in efficiency and organization here!

Making lists! But not just any list. What I do is after I'm done work or before I start work for the day, I write down the 4 or 5 major things I need to get done that day.

Then, I go about doing the list, one at a time, until each item is done. I do not check email or answer phone or deal with anything else until an item is done. In between items I may check email/VM, but if there is anything that I need to do because of checking it, let's say an update to another clients site, I add it to a second column list for the day.

Then, after doing my initial list (column 1) if I have time, I start on column 2, otherwise, column two moves to the next day!

This has had the effect of making me focus on one thing at a time... something I have trouble with.. instead of jumping to any task as soon as a client or anyone asks me to, no matter what I was doing.

And

It's had the effect of making me feel productive, because checking something off the list is highly satisfying.

The key is to only put 4-5 major items on the list. Usually I"m done my list by early afternoon! Then I either continue working on column two, or, I take the rest of the day to do personal stuff, clean the house, whatever. .. and I dont' feel bad for doing it because I feel I accomplished my days major work tasks!!

Voila! The simple list !! I think it never worked for me much before because my lists were pages long.

Now I keep it shortl.. 4-5 items per day.

Until next time!

Sarvy

The Calendar Solution

So I got to tell you.. for the longest time, I could not figure out how to manage my time properly. I had a business coach that tried to hammer into my thick skull how to use the outlook calendar to manage my time.

But I just could not do it.
You know why? Because the outlook calendar was great at getting my business stuff in line.. but the problem was, like most entrepeneurs, I also have to manage my kids activities, and changes in schedule with my ex.

My ex and I were using a home-made calendar I had made to manage our time. It would make his days blue, my days pink, and any activities for the kids, dark blue/pink depending on who was in charge of taking them. This was working out great. Except I had two calendars to manage. Anytime someone wanted to do something, ie: a client meeting, or a playdate.. I had to check both calendars.

Many times, I would double book business items with family items and vice versa.

Very frustrating.. until I discovered Google calendars.. it's ability to share only parts of the calendar with others, AND it syncs with Outlook!!

You have no idea how great a discovery this was! Now I have a calendar that I can look at that shows me my ex's days, my days, any kids activities, any other personal items AND it shows me what business items are booked for that day!

And, to top it off.. I can allow my ex to see the children's calendar items, but not my personal or business items!!

Google calendar has it's problems, but overall.. it's been a great solution. I can still user my Outlook for business time management, and it syncs with the google calendar.. and I can use my google calendar to update personal stuff.. and it syncs with my outlook!! So now, I can look online or on my Outlook, and they show me all I need to know!!!

It's been a life changing experience for me!

Blogging growing pains and a new rule!

So I'm still trying to figure out this blog thing.. sometimes it's a little confusing in that I'm not sure how to check some things like if anyone is actually reading this or if I"m just talking to myself !!

Also, is emoticon's OK for blogging? What is the blog ettiquette on this? So many questions lol!

So back to the organization topic, I have a new rule in place for myself. The rule is, no matter how late you work.. before leaving, give yourself 5 minutes and tidy your desk.

I know it sounds silly, but the truth is, one's mind cannot be clear and focused when coming to work into a messy desk! So rule #1, always leave your desk in a clean/clear fasion, ready for work next time you are at it.

'til next time,

Sarvy

Found them!... Before photos

OK, so here it is... the before photo of my office (Feb 2008).. the day decided to log my progress in my journal.

Exerpt from my Feb 2008 Journal:

"So I've been thinking.. Why? Why can't I get organized and stay that way? I know if someone made me do it, I can do it. I know this because I worked for my now best friend on and off for 10 years in my twenties. She is very organized, and she expects her employees to be the same. When you take something you put it back in it's place. Simple! When it's time to do something, you do it, even if you don't feel like it. Simple!

When I was living with her, and working for her, I followed those rules no problem. But only in her house and work place. My personal room was a mess. So why can I do it for others but not for me? I think it's because I was accountable to her, but I'm not accountable to myself. I go easy on myself."

At that time I proceeded to promise to put things away after using them where they belong, and to do things when they are supposed to be done, no procrastination. I have no problem with any of the above for my clients, or charity work.. only for myself. I have gotten slightly better... really... I have.

Sarvy

In the beginning

So last year, I had decided to write a book about how I went from being disorganized to being organized. Unfortunately I wrote my 'blog' the old fashioned way, in a book.. with a pen! But after reading Mr. David Meerman Scott's excellent book 'New Rules of Marketing & PR', I realized I should have written it in a blog.. it would have been more fun to have other people's comments, input, incouragement, or critism. So I'm switching. Not to worry.. though I made an excellent attempt at writting in my journal often.. I lost it for a period of 4-5 months when I moved.. so there is a giant gap which I want to continue with now. I will add some of my pen writings in the blog for you guys to critic as well. I think some of my ideas were quiet good.. but I'm biased :)

So first, a little about me. I am a soon to be 40 year old single mother of 2 beautiful children, aged 7 and 9. I share them with my ex, so half the week I take them to school, soccer, hockey, lacross, riding, swimming, karate, gynmastics, playdate or whatever else they happen to be in. I run my own IT company, designing websites and hosting them (http://www.registerit.ca/), have about 85 clients and growing, a few of them large with constant updates needed, I have 4-6 contractors or more to manage at any one time. I also have my own income generating websites, and am a landlord. In my spare time, I also run a registered charitable organization about mental and emotional child abuse called Parental Alienation Awareness Organization, which I started after creating and Awareness Day. (http://www.paawarenessday.com/ , http://www.paawareness.org/). This org has thousands of volunteers located globally that need to be guided and directed. I also go to the gym when I can, and love to Salsa, so take lessons. I also own a house with lawns and gardens that need to be taken care of, as well as the usual inside things like laundry, dishes, dusting, etc. I'll put more about me in the About me section later.. but this should suffice for now I think...

To top it all off.. I cannot seem to say no to anything anyone says that sounds remotely fun as I really hate to miss out on anything! Like last week I flew to Mexico for 5 days to hang with my best friend with only a few weeks notice! I also hate to say no to most things that help others.... and seem to think the more I pile on my plate the better... So... therefore.. I need to get organized!

I cannot continue this kind of lifestyle in chaos.. although somehow I have managed it so far.

So you may ask, why write a book on top of it all! I'm not even a good writer. Well, the reason is, I decided last year that I needed help in organizing and efficiency. So I went to Chapters in search of a book about how to manage everything.. business, kids, home, personal. I found exactly ZERO books on the subject.. just lots of books on how to nicely put things in tupperware and stuff. So I thought I'd document my methods.. maybe it'll help some other parent/entrepeneurs!

I took some pictures of my house when I first started, to show the 'Before' photos.. of course.. I just searched 30 minutes in my files, and have no idea where I put them. I'll look for them again later and post them for you to see.

Until then.

Sarvy

Here I am!

Well.. here I am world! I am going to keep an online diary of how I will turn my disorganized, chaotic life into a life of order and structure!! Yes! It can be done! I have been disorganized for almost 40 years.... until 2009!! Let's see what happens.. hopefully I won't misplace my blog URL and login so I can continue my diary...