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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 October 14, 2020

    How to Become an Early Riser and Stay Energetic

    How to Become an Early Riser and Stay Energetic

    When you become an early riser, you’ll experience a lot of benefits, including feeling more energized and having more time to do what you want.

    If you’d like to join the ranks of those waking up with the sun, there are some things you should know before you run off to set your alarm.

    What exactly do you need to do to learn how to become an early riser?

    Here are 5 tips I’ve discovered to be most helpful in making the transition from erratic sleeper or night owl to early morning wizard.

    1. Choose to Get up Before You Go to Sleep

    You’re not very good at making decisions when you’ve just woken up. You were in the middle of a dream in which [insert celebrity crush of choice here] is serving you breakfast in bed, only to be rudely awakened by the harsh tones of your alarm clock.

    You’re frustrated, confused, and surprised. This is not the time to be making decisions about whether or not you should stay in bed! And yet, most of us leave the first decision of our day to be made in a blur of partial wakefulness.

    No more!

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    If you want to learn how to be an early riser, try making your decision to rise at a specific time before you go to sleep the night before. This frees you from making the decision in the morning when you’ve just woken up. Instead of making a decision, you only have to follow through on your decision from the night before.

    Easier said than done? Of course. But only for the first few times. Eventually, your need for raw willpower to get out of bed will diminish, and you’ll be the proud parent of a new habit!

    Steve Pavlina suggests you practice getting out of bed during the day[1] to get a few of the “practice sessions” out of the way without the early morning fog in your head.

    2. Have a Plan for Your Extra Time

    Let’s say you’ve actually made it out of bed 2 hours before you normally would. Now what? What are you going to do with all this time you’ve discovered in your day?

    If you don’t have something planned to do with your extra time, you risk falling for the temptation of a “morning nap” that wipes out all the work you put into getting up.

    To become an early riser, plan a great morning routine.

      Before you fall asleep, make a quick note of what you’d like to get done during your extra hours the following day. You could read a book, clean the garage, or write up that work report you’ve been putting off. Make a plan for when you wake up earlier, and you’ll do more than protect yourself from backsliding into bed.

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      You’ll get things done, and those results will fuel your desire to build rising early into a habit!

      3. Make Rising Early a Social Activity

      Your internet or social media buddies just don’t have enough pull to make your new habit stick in the long term. The same cannot be said for the people you spend time with as part of your early morning routine.

      Sure, you could choose to read blogs for two hours every morning, but wouldn’t it be great to join an early breakfast club, running group, or play chess in the park at 5am?

      The more people you get involved in making your new habit a daily part of your life, the easier it’ll be to succeed.

      Consider finding an accountability partner who is also interested in becoming an early riser. Perhaps it’s a neighbor who you plan to go for a run with at 6 am. Or it could be your husband or wife, and you decide to get up earlier to spend more time together before the kids wake up.

      Learn more about finding the perfect accountability partner in this article.

      4. Don’t Use an Alarm That Makes You Angry

      If we’re all wired differently, why do we all insist on torturing ourselves with the same sort of alarm each morning?

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      I spent years trying to wake up before my alarm went off so I wouldn’t have to hear it. I got pretty good, too. Then, I started using a cellphone as my alarm clock and quickly realized that different ring tones irritated me less but worked just as well to wake me up. I now use the ringtone alarm as a back-up for my bedside lamp, which I’ve plugged in to a timer.

      When the bright light doesn’t work, the cellphone picks up the slack, and I wake up on time. The lesson learned? Experiment a bit and see what works best for you as you try to become an early riser.

      Light, sound, smells, temperature, or even some contraption that dumps water on you might be more pleasant than your old alarm clock. Give something new a try!

      One final thing you can do is put your alarm at least several feet from your bed. If it’s within arm’s reach, you’ll be tempted to hit the snooze button. However, if you have to get out of bed to turn it off, you’ll be more likely to resist going back to sleep.

      5. Get Your Blood Flowing Right After Waking

      If you don’t have a neighbor you can pick fights with at 5 am, you’ll have to settle with a more mundane exercise. It doesn’t take much to get your blood flowing and chase the sleep from your head.

      Just pick something you don’t mind doing and go through the motions until your heart rate is up. Jumping rope, push-ups, crunches, or a few minutes of yoga are typically enough to do the trick. Here are 10 Simple Morning Exercises That Will Make You Feel Great All Day. (Just don’t do anything your doctor hasn’t approved.)

      If you’re going to go for a full-on morning workout, remember to give your body at least 15 minutes to get moving before you start[2]. Have a glass of water, stretch a bit, and then get into your workout.

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      If you live in a beautiful part of the world like me, you might want to use a bit of your early morning to go for a walk and enjoy the beauty of the world around you.

      If you have a coffee shop open within walking distance, dragging yourself out of bed for a cup of coffee to savor on your walk home as the world wakes around you is a wonderful experience. Try it, and you’ll enjoy becoming an early riser!

      Final Thoughts

      Creating a new habit is always a challenge, especially if that habit is forcing you out of the comfort of your bed before the sun is even up. However, early risers enjoy increased productivity, higher levels of concentration, and even healthier eating habits[3]!

      Those are all great reasons to give it a try and get up a few minutes earlier. Try getting to bed a bit earlier and learn how to become an early riser with the above tips and conquer your days.

      More on How to Become an Early Riser

      Featured photo credit: Nomadic Julien via unsplash.com

      Reference

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