Email and Time Management

I was having a discussion today with a few colleagues and the topic of email management came up.  We all agreed that email can be a major distraction throughout the workday, especially for multi-tasking entrepreneurs.  Constant email breaks are unproductive, often resulting in lost momentum as one changes focus between tasks and checking messages.  Additionally, becoming absorbed in reading and responding to email during the workday can lead to lost and wasted hours.

When clients talk to me about this issue and their spoiled productivity I always recommend they establish one simple rule:

Only check and respond to email at specific times throughout the day

.

It will be very helpful to setup parameters.  Consider establishing specific times every day during which you check and respond to email, and set a time limit.  Whatever is reasonable for one person can be different for another.  Some people will only need 15 minutes at a time while others may need 30-45 minutes. 

I also recommend not looking at email when you first enter the office or come downstairs in the morning.  It is best to start the most important project you have for the day and make progress before you get on email and potentially get led down several rabbit trails.  Remember, emails are often less immediate than phone calls.  If someone really needs an answer right away they will pick up the phone!

Re-thinking my jewelry

I am not much of one to accessorize with necklaces, but recently I acquired some pieces that I wanted to use on a more regular basis and was faced with the shortcomings of the current solution I used to store things.  I had been using a stand from the Container Store for both my bracelets and necklaces, and the delicate metal unit had become a jungle!  Even worse, I found I was not wearing anything I owned because I had a hard time seeing what was on the actual stand.  See what I mean?

My necklaces and bracelets before

I reached my wits end after my husband and I returned from vacation in June and decided I must make some changes.  I went to the store and tried to find a decorative rail of hooks but nothing caught my eye.  Then I remembered how much I loved Command™ Hooks by 3M.  I picked up a package of six clear hooks and mounted them on the wall next to my closet and full length mirror. 

Clear Command Hooks by 3M

The mounted hooks

All my necklaces organized onto the wall

All my bracelets organized onto the stand

With a little effort, I was able to re-organize my bracelets and necklaces in a visually appealing manner and make everything more accessible.  With this new change in place I have been wearing my accessories more often too!  Now to find a better solution for my earrings…

Do you have an organizing maintenance routine?

One way to keep clutter at bay and prevent a huge clean-out every five years is to put together a simple organizing maintenance schedule for your home.  If you follow a few rules and a rough routine you can eliminate a lot of time going through years of accumulated items and clutter.

1. Above all else, establish a one in, one out rule.  If you bring a new item into your home you must choose an item to donate or throw away.  This strategy works great for toys, clothes, tools, movies etc.
2. Do not exceed the parameters of storage you have set for a certain category.  For example, if you have chosen to store garden tools in a shed, do not let them spill over into the garage so you can keep collecting more.  Choose what to pare down until everything fits back in the shed.
3.  Establish a yearly maintenance routine.  Here is a rough example:

a.    Winter/Spring

                                          i.    Go through clothes

                                         ii.    Go through papers

                                        iii.    Go through main living areas

b.    Summer/Fall

                                          i.    Go through attic, garage and basement

                                         ii.    Go through bedrooms

                                        iii.    Go through toys (right before holidays)

Consistency is key to a good routine.  If you adhere to your guidelines and make a commitment to address every room in your home at least annually you will find yourself staying better organized and maintaining a better understanding of what is in your home.