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Productivity & Organizing Myth #5 – the right planner (tool) is all you need

Productivity & Organizing Myth #5 – the right planner (tool) is all you need
Moleskine

    Myth: Having the right portfolio planner, calendar, mole skine and containers (tools) will make someone productive.
    Reality: Having the right tools is the first part to being productive, managing your time well, and being successful. The second part, which is even more vital, is that one knows how to use the tools.

    None of us would expect to be master gardeners just because we purchased a shovel and rototiller. Nor would we think we could play Chopin because we purchased a piano. Ditto for playing like Tiger Woods simply because we bought good golf clubs. Why would we think we’d be magically productive and organized by having the right tools?

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    Fortunately the second step to being productive and organized follows immediately on the heels of the first step. The second step is to create then implement personal standard operating procedures! Just as we know that using those clubs, garden tools, and piano, correctly and practicing will yield a good golfer, gardener, or pianist, you can be assured of turning in projects on time, having accurate budgets, and allocating your day effectively by using standard operating procedures (sops).

    Simply, the solution is to have the tools AND learn how to use them proficiently. Notice I don’t say use them perfectly – that’s a quest that requires too much energy and time. Use tools proficiently and they will impact your life in many positive ways.

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    The concept that makes SOPs most powerful is that you ‘automate’ things that you can so that you have energy and focus for that which you cannot automate – planning, decision making, and communicating. For example, if you know that you always list phone calls to return on the next line in your notebook you will always know where to look for someone’s number. Closely linked to this SOP is ‘enter contacts into your address book weekly’ (or daily if that is better for your own SOP). An additional benefit of using the notebook (tool) consistently – elimination of scraps of paper that you have to toss into your inbox and process later so less clutter!

    A quick list of useful SOP for productivity & organization that are meant to trigger your thinking as you develop your SOPs:

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    • Calendar SOP: list every time commitment in the calendar, print the calendar and post the copy at home (update weekly)
    • Calendar SOP: Color code types of activities
    • Business Meetings – the company color IE blue for SAP
    • Personal activities – Gold (because that’s what your time is worth)
    • Annual events like birthdays & anniversaries – Dark Green
    • Actions – Black
    • Things to do while driving around – Bright Green
    • Travel days – Red
    • Kids Activities – Orange
    • Inbox (paper) SOP: all unattended collect in the inbox. This includes receipts to be recorded, mail to be open, notes from others – everything. All things are held here until processed. Process the inbox once per day. (processing is a subject unto itself – for a future post)
    • Moleskine notebook SOP: I’ll refer you to Kathy Sierra at the Creating Passionate Users Blog because it’s ace!
    • Addressbook SOP: categorize your contacts as you enter them. This allows you to create a Holiday Card mailing list, for example, throughout the year rather than having to review every contact at that busy time of the year. Yeah, you’re streamlined.

    There are many sources from books to classes to coaches that will help you use your tools more proficiently. Explore the help menus, view the tutorials, ask a colleague, for their ideas on using productivity tools. You don’t need to learn to use them on your own!

    Previous Myths:

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    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 Productivity Cafe, consults with professionals on improving their personal productivity and presents motivating productivity SOPs & tips(such as how to get home for dinner) to groups.

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    Last Updated on October 9, 2018

    How to Write a Personal Mission Statement to Ensure Peak Productivity

    How to Write a Personal Mission Statement to Ensure Peak Productivity

    Most of you made personal, one sentence resolutions like “I want to lose weight” or “I vow to go back to school.” It is a tradition to start the New Year with things you want to achieve, but under the influence resolutions are often unrealistic.

    If you’re wondering when will be a good time to write a mission statement, NOW is the time to take a personal inventory to make this year your most productive year ever. You may be asking yourself, “How am I going to do that?” You, my friends, are going to write personal mission statements.

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    A large number of corporations use mission statements to define the purpose of the company’s existence. Sony wants to “become the company most known for changing the worldwide poor-quality image of Japanese products” and 3M wants “to solve unsolved problems innovatively”. A personal mission statement is different than a corporate mission statement, but the fundamentals are the same.

    So why do you need one? A personal statement will help you identify your core values and beliefs in one fluid tapestry of content that you can read anytime and anywhere to stay on task toward success.

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    For example, Tom Cruise in Jerry Maguire came to the realization that he had lost track of what was important to him. After writing a personal mission statement, we saw him start his own business and he got the girl, Renee Zelleweger. Not bad, wouldn’t you say? A personal mission statement will make sure that, through all the texting, emailing and constant bombardment of on-the-go activity, you won’t lose sight of what is most important to you.

    Mission statements can be simple and concise while others are longer and filled with detail. The length of your personal mission statement will not be determined until you follow this simple equation to create your motivational springboard for 2008.

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    To begin your internal cleansing, you will need to jot down the required information in the following five steps:

    1. What are your values? Values steer your actions and determine where you spend time, energy, and most importantly, money. Be specific and unique to yourself. Too much generalization will not be as effective. It is called a “personal” mission statement for a reason.
    2. What are three important goals you hope to achieve this year? Keep your list of important goals small and give them a date. It is better to focus on the horizon and not the stars. Realistic goals are keys to ultimate success.
    3. What image do you hope to project to yourself? How you see yourself is how the world will view you. Think about this carefully. Your image should encompass what you look like and feel after you have achieved your goals.
    4. Write down action statements from each value describing how you will use those values to achieve your three goals. Start with “I will…”
    5. Rewrite your statement to include only your action statements. Make portable copies for your wallet, car or office.

    If you followed the steps above, congratulations! You have just written your first personal mission statement. Your personal statement will change over the years as your goals change. You can have more than one statement for the different compartments of your life such as your career, family, marriage, etc.

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    Writing a personal mission statement is an effective method to ensure your productivity is at its peak. It is an ideal tradition to start so that when next year rolls around, the outdated practice of resolutions will be something you permanently left in the past.

    Featured photo credit: Álvaro Serrano via unsplash.com

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