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Productivity & Organizing Myth #4 – Only Handle it Once

Productivity & Organizing Myth #4 – Only Handle it Once
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    The forth in a series of 10 myths to help you see clearly past the myths to get things done!

    Myth: You should handle papers and view emails only once.
    Reality: You should handle papers and view emails an efficient number of times. In some cases an assistant should handle them for you and you should never view them.

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    Only Handle It Once (o.h.i.o.) applies to junk mail which should go straight in the trash. Beyond that, you should consciously evaluate the right number of times to view emails and handle a document. In society’s affection for acronyms this little phrase has staying power but it misleads followers! The idea behind o.h.i.o is efficiency but can lead to wasted time.

    Let’s look at an example ~ an email regarding the ‘Rebuilding Project’. Subject: Rebuilding Project action items. In this email is a list of three action items intended for you. If you are to handle this email only once, you will stop reading your mail, evaluate the recommended actions, and then take the viable steps.
    Such attention to one email has derailed you from handling all your email and redirected you to doing work on the Rebuilding Project. If you do handle the Rebuilding Project email immediately, you might miss some important instruction, information or request from your boss or someone else on the Project. Perhaps your attendance at a 2:00 meeting regarding the Project is required and because you spend so much time handling this one email, you don’t even see the invite for the meeting.

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    The efficient management of this email would be to move it to a folder called ‘Rebuilding Project”. An all-star productivity system would use email filters or rules to have all email regarding the Rebuilding Project (RP) automatically moved to the RP folder so that you can look at the entire collection of related email when you turn to the Project.

    A couple of tips:

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    • The active folders should be on your screen without scrolling down your list of folders.
    • Precede the active folders with a symbol (such as a * ) to have them sort at the top of a list.
    • Folders in Outlook with unread messages will be bold – so you will know when new email has arrived.
    • In Outlook 2003 there will be a copy of the unread email in your Unread Mail Folder so you’re sure to see it provided you review this folder.

    Efficient handling of email is best mirrored in paper mail. When any useful paper comes in regarding the Rebuilding Project, slide it in your paper folder called Rebuilding Project. Use the same name on the computer as you do on a file folder so that you don’t have to remember and use both names and so that other people can use your system and help you out.

    Now, when it’s time to work on the Rebuilding Project you simply open your computer folder called Rebuilding Project and your paper folder called Rebuilding Project and get to work assimilating and taking actions. At this point you’re on your second handling of the paper and because it’s in context you’re likely to use it effectively. This will give you access to the background and supporting documentation for your next step to be effective. You won’t have to spend time searching and find emails to see if you’ve got the latest information in front of you. Related papers and emails will all be together and at your disposal.

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    Now, extend the method illuminated above to your paper mail and the clutter on your counter. (Move them to group them, then use them).

    Previous Myths:

    Susan Sabo is an intrepid traveler who has organized her life to be out of the country for months at a time. Antarctica is the only unvisited continent (so far). She’s the author at www.productivitycafe.com, consults with professionals on the personal productivity and present productivity techniques & tips to groups.

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    Last Updated on March 13, 2019

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    How to Get out of a Rut: 12 Useful Ways to Get Unstuck

    Have you gotten into a rut before? Or are you in a rut right now?

    You know you’re in a rut when you run out of ideas and inspiration. I personally see a rut as a productivity vacuum. It might very well be a reason why you aren’t getting results. Even as you spend more time on your work, you can’t seem to get anything constructive done. While I’m normally productive, I get into occasional ruts (especially when I’ve been working back-to-back without rest). During those times, I can spend an entire day in front of the computer and get nothing done. It can be quite frustrating.

    Over time, I have tried and found several methods that are helpful to pull me out of a rut. If you experience ruts too, whether as a working professional, a writer, a blogger, a student or other work, you will find these useful. Here are 12 of my personal tips to get out of ruts:

    1. Work on the small tasks.

    When you are in a rut, tackle it by starting small. Clear away your smaller tasks which have been piling up. Reply to your emails, organize your documents, declutter your work space, and reply to private messages.

    Whenever I finish doing that, I generate a positive momentum which I bring forward to my work.

    2. Take a break from your work desk.

    Get yourself away from your desk and go take a walk. Go to the washroom, walk around the office, go out and get a snack.

    Your mind is too bogged down and needs some airing. Sometimes I get new ideas right after I walk away from my computer.

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    3. Upgrade yourself

    Take the down time to upgrade yourself. Go to a seminar. Read up on new materials (#7). Pick up a new language. Or any of the 42 ways here to improve yourself.

    The modern computer uses different typefaces because Steve Jobs dropped in on a calligraphy class back in college. How’s that for inspiration?

    4. Talk to a friend.

    Talk to someone and get your mind off work for a while.

    Talk about anything, from casual chatting to a deep conversation about something you really care about. You will be surprised at how the short encounter can be rejuvenating in its own way.

    5. Forget about trying to be perfect.

    If you are in a rut, the last thing you want to do is step on your own toes with perfectionist tendencies.

    Just start small. Do what you can, at your own pace. Let yourself make mistakes.

    Soon, a little trickle of inspiration will come. And then it’ll build up with more trickles. Before you know it, you have a whole stream of ideas.

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    6. Paint a vision to work towards.

    If you are continuously getting in a rut with your work, maybe there’s no vision inspiring you to move forward.

    Think about why you are doing this, and what you are doing it for. What is the end vision in mind?

    Make it as vivid as possible. Make sure it’s a vision that inspires you and use that to trigger you to action.

    7. Read a book (or blog).

    The things we read are like food to our brain. If you are out of ideas, it’s time to feed your brain with great materials.

    Here’s a list of 40 books you can start off with. Stock your browser with only the feeds of high quality blogs, such as Lifehack.org, DumbLittleMan, Seth Godin’s Blog, Tim Ferris’ Blog, Zen Habits or The Personal Excellence Blog.

    Check out the best selling books; those are generally packed with great wisdom.

    8. Have a quick nap.

    If you are at home, take a quick nap for about 20-30 minutes. This clears up your mind and gives you a quick boost. Nothing quite like starting off on a fresh start after catching up on sleep.

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    9. Remember why you are doing this.

    Sometimes we lose sight of why we do what we do, and after a while we become jaded. A quick refresher on why you even started on this project will help.

    What were you thinking when you thought of doing this? Retrace your thoughts back to that moment. Recall why you are doing this. Then reconnect with your muse.

    10. Find some competition.

    Nothing quite like healthy competition to spur us forward. If you are out of ideas, then check up on what people are doing in your space.

    Colleagues at work, competitors in the industry, competitors’ products and websites, networking conventions.. you get the drill.

    11. Go exercise.

    Since you are not making headway at work, might as well spend the time shaping yourself up.

    Sometimes we work so much that we neglect our health and fitness. Go jog, swim, cycle, whichever exercise you prefer.

    As you improve your physical health, your mental health will improve, too. The different facets of ourselves are all interlinked.

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    Here’re 15 Tips to Restart the Exercise Habit (and How to Keep It).

    12. Take a good break.

    Ruts are usually signs that you have been working too long and too hard. It’s time to get a break.

    Beyond the quick tips above, arrange for a 1-day or 2-days of break from your work. Don’t check your (work) emails or do anything work-related. Relax and do your favorite activities. You will return to your work recharged and ready to start.

    Contrary to popular belief, the world will not end from taking a break from your work. In fact, you will be much more ready to make an impact after proper rest. My best ideas and inspiration always hit me whenever I’m away from my work.

    Take a look at this to learn the importance of rest: The Importance of Scheduling Downtime

    More Resources About Getting out of a Rut

    Featured photo credit: Joshua Earle via unsplash.com

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