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Dear Friends and Clients,

Jack, a senior partner in a law firm, is great at attracting new clients and keeping the old ones happy. Another client, Mary, is effective at managing not only her large team but also the political environment surrounding the Federal agency where she is a senior official.

Both clients enjoy successful careers, but at the start of coaching each of them was feeling disorganized and sometimes overwhelmed. And for each of them a single new habit has contributed to reduced stress and enhanced productivity.

Both Jack and Mary now consistently use “capture notebooks” to log messages, keep notes during phone calls and manage all kinds of reminders.

Jack’s desk was once littered with scraps of paper containing phone numbers and other vital information. And he regularly went into a low-grade panic when a client called and he couldn’t find the data he wanted.

Today Jack keeps open on his desk a nicely bound journal where he jots down notes during calls and meetings and writes down key facts and new ideas. When he is away from his desk he captures information on index cards then later transfers it to the journal. Jack says this one small practice has changed his life by saving him time and worry.

Mary tried several approaches and now uses several spiral notebooks – one on her desk, one in her purse and one on her kitchen counter. She prefers grid paper because she often includes diagrams in her notes. She says she is addicted to using the notebooks and has new peace of mind because she knows that she can always find data she needs.

Reminder systems and other organizational tools are highly individual, and what works for Jack and Mary may not be helpful to you. In this issue I’ll mention several other tools that might help you to work more effectively. And if I didn’t mention your favorite strategy I would love to hear from you.

Warm wishes,
Bev

These Simple Tools Can
Jumpstart Your Productivity

October 7, 2008 * Number 90

The organizational approaches that serve us well in one career phase may become less effective as time goes by. And yet, although we might update our electronic tools and software, we may not take a fresh look at other tools that shape our work day.

It can be quite useful to periodically step back, observe our own work habits and equipment, and ask whether we might benefit from some new strategies. If you are ready to take a new look at the systems you use in your busy work life, consider these simple tools:

Capture notebooks. You will receive multiple benefits from the habit of constantly using some kind of notebook for jotting down ideas, reminders and small bits of information. Not only will it be easier to find what you need, but getting stuff out of your head and into a safe place can instantly reduce your stress. You can choose among many notebook options, from loose-leaf binders to attractive journals to electronic systems. Consistent use is the key.
Check lists. Sometimes it’s the most familiar projects that cause us to wake up in the middle of the night, wondering what we may have forgotten. A simple way to facilitate planning and delegation and avoid last minute panics is to develop checklists for keeping track of repetitive projects. For example, a list to use in planning events might include items like this:
- Invitations
  • Invitee list
  • Print invitations
  • RSVP system
- Sign-in
  • Greeting table
  • Name tags
  • Sign-in
- Program
  • General goal
  • Preliminary agenda
  • Speakers
Color coding. Colored folders, flags, papers, inks and highlighters can help you to organize your office and your projects. For example, you might designate one color – let’s say blue – for travel matters. When you schedule a trip, get a blue folder and add materials as they become available. It’ll be easy to grab what you need, and the habit of traveling with a blue folder will make it less likely that you’ll forget something.
The Main Thing. At the start of each day, have in mind one project that you are determined to complete. When possible, schedule a time slot early in the day for work on your Main Thing. No matter what, find a way to accomplish your Main Thing. Your schedule may still be crazy, but you’ll feel better and progress toward your bigger goals if each day you can count on the achievement of at least one important objective.

Want to learn more about managing your energy and productivity? For discussion of many issues related to achieving your workplace goals, check out the Newsletter Archive on Bev’s Website. You’ll also find links to Helpful Books. Also, know that, in addition to providing executive coaching, Bev is available to speak about a broad range of issues related to your work life. Visit her website at www.ClearWaysConsulting.com or email to Bev directly. Bev is associated with Executive Coaching & Consulting Associates.

Bev’s Tips for a Better Work Life is published on the first and third Tuesday of each month by Beverly E. Jones of ClearWays Consulting, LLC. Bev is a lawyer and former executive who now coaches accomplished executives and other professionals to bring new direction, energy and enjoyment to their work lives.

All rights in all media reserved. However, the content of Bev’s Tips for a Better Work Life may be forwarded in full without special permission on the condition that (1) it is for non-profit use and (2) full attribution and copyright notice are given. For other uses please contact Bev Jones.

Our address is: 2925 43rd Street, NW, Washington, DC 20016.