Blog: Paper And Information Management
Start Planning Now for Hug Your Kids Day June 21
"I'm sorry, but I don't have time."
"Just let me finish this first."
"Can you do it?"
"I have work to do."
"Can I watch you later?"
Have any of these words come out of your mouth as you were talking to your child? Do you have children that you are not able to spend as much time with as you would like? Today is the day to start putting some things in place to be ready for June 21st!
Hug Your Kids Day
Hug Your Kids Day is June 21s. The day was started by Michelle Nichols. Her family lost their son unexpectedly when he was just 8-years-old. No one is ever ready to lose a loved one. All we can do is make the most of the time we have. That is the spirit of the special focus for June 21.
Applies With or Without Children
It is so easy to put off people that are important to us. I see it often with the people that I work with. Life takes hold and before you know it, your schedule is filled with things that take up your time, but are not really priority areas in life.
Marianne Williamson said (and Nelson Madela made famous):
"Our deepest fear is not that we are inadequate. Our deepest fear is that we are powerful beyond measure... We ask ourselves, who am I to be brilliant, gorgeous, talented, fabulous? Actually, who are you NOT to be? There is nothing enlightening about shrinking so that other people won't feel unsure around you. As we let our own Light shine, we unconsciously give other people permission to do the same."
What You Can Do
Start today to manage your time differently! Here are a few tips to try to get you on your way to ready for June 21...
Be Ruthless with Time, But Be Gracious with People
Be polite but firm about what you can and what you cannot do. Stay focused on the task at hand and what you need to do to complete it, including managing your interactions with others.
Be Careful To Not Overestimate a Simple Task
How do we do live in the present moment? Be efficient and focus your efforts on one thing at a time. When you don't know how long a task will take, you may either over or underestimate the amount of time needed. Keep in mind; small tasks may take less time than you think. Here is a list of everyday tasks and how long they take to complete if you focus your energy on that one task:
Answer the average e-mail - 1 minute
Change roll of toilet paper - 6 seconds
Hand-write a check & record it in a check register - 1 minute
Fill car gas tank - 5 minutes
Take one vitamin pill - 15 seconds
Empty dishwasher - 5 minutes
Take out the garbage - 1 minute
Make the bed - 1 minute
Make a 2-quart container of instant iced tea - 30 seconds
Fill the ice cube tray - 6 seconds
Fill the ice cube tray and put it back in the freezer - 13 seconds
Put milk carton back in the refrigerator - 7 seconds
Refill liquid soap dispenser - 30 seconds
Replace lid on peanut butter jar - 4 seconds
Pick up a shirt off the floor, place on hanger and hang in closet - 9 seconds
Start up a laptop computer - 2 ˝ minutes
Sign, address, add return address & stamp a card for mailing - 1 minute 40 seconds
Water 1 plant - 25 seconds
Saying "No" is Not Always a Bad Thing
We say "yes" to others because we want to please them. But when we can't continue, we let them down and we feel guilty. Both parties suffer. Recognize that a desire to please often prevents us from saying no. Make sure you understand exactly what is being asked of you before you respond. Perhaps the task is more time consuming than you thought. On the other hand, it may not take much effort at all. Excel at just a few things, rather than being just average at many. Don't try to do everything. Be polite, but firm in saying no. You only build false hopes with wishy-washy responses. For instance, the phrase "I'll try to be there" in response to a party invitation is giving yourself an excuse to avoid a commitment. It doesn't do anyone any favors.
Time and Life Management
Quit organizations that aren't contributing to your advancement, your network or your fun.
Voice mail as a Time Saving Tool
Use your voice mail or answering machine to your advantage. If you are in the middle of a project and you can put your phone on do not disturb, do it. If the call is important, they will leave a message.
What Do You Think?
Do you spend time on the things that are important with you? How do you make time for things that you want to spend time on? Have you tried any of these techniques? Tell us about how it is for you! You can comment by going to the bottom of this posting on my blog.
To your success!
posted on: 6/7/2008 10:30:00 AM by Stephanie Calahan
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Paper And Information Management
by Stephanie Calahan
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Stephanie L. H. Calahan is a Productivity and Organization Consultant, Coach, Speaker, Author. She is also the founder of Calahan Solutions, Inc. – Productive & Organized, We'll Help You Find Your Way a premier productivity consulting firm, serving a national and local clients in corporate settings, home-based businesses, and residential environments. Her organizing expertise, Computer Science and HR backgrounds give her a unique perspective on what works at work.
My Favorite Websites for Business & Office
- The Publicity Hound
Are you new to the business world and don't know where to start to get your business the recognition it needs and deserves? Then this site is for you! Joan Stewart aka the Publicity Hound shares all kinds of fabulous information about getting free publicity. Sign up for her free tutorial and learn ways to get noticed now!
- Paper Tiger Productivity Institute
Get resources for organizing your business!
- The Definitive Guide to Google AdWords
Google has a system that makes it possible, for the first time in the history of the world, to deposit five bucks, write a couple of ads, and instantly get access to over 100 million people - in less than 10 minutes. It's called Google AdWords and it's hot. In fact it may be the first and best thing to do to get traffic to your site. But it's not always as easy as I just made it sound - AdWords has some nuances, and most people have a rough time at first. Well my colleague Perry Marshall has written a very helpful e-course called "5 days to success with Google AdWords" and there's no charge for it.
- The Definitive Guide to Writing & Promoting White Papers
If you sell any kind of complex service, technology or sophisticated product, a White Paper is the best way to educate your customers about that technology. You can use a white paper to build your credibility, get free exposure in the press, attract new customers, and drive new technology into change-resistant, conservative markets. Most white papers are either too technical (boring) or too commercial (thin and cheesy) - but Perry Marshall has written a guide that shows you how to strike the perfect balance. But what's most important of all, though, is promoting and publicizing your white paper - because the best white paper in the world is no good unless somebody reads it!
- Guerilla Marketing
Most sales people spend all day dialing for dollars, chasing prospects who are mentally if not physically backing away from them, and they waste most of their time chasing deals instead of closing them. At the same time, most companies spend all kinds of money on advertising and don't get nearly enough bang for their buck. Perry Marshall's "Guerilla Marketing for Hi-Tech Sales People" is an information-packed audio CD that discusses 21 principles that you can use to eliminate cold prospecting and wasted advertising dollars in today's fiercely competitive B2B marketplace.
My Favorite Organizing Tools
- EasyReach Find & Workspace - ask for a 30 day free trial
EasyReach Find & Workspace are the ultimate in digital organization. Spend less time looking for information and more time working with it.
- Paper Tiger Software
The Paper Tiger software is a powerful filing system that uses the power of your computer to help you get organized and stay organized. Find anything in 5 seconds! We use it both at home and at work.
- NeatReceipts Scanalizer
I LOVE this paper organizer! Get control over your loose receipts, business cards, personal taxes, home office taxes, expense reports, business documents and personal documents. It is amazing how it can read off of the papers it scans.
Get control of your desk with the SwiftFile Desktop filling system. They can be ordered with or without the matching file box. This is the Best Action Filing System I have seen.
- Send Out Cards - Try their free guest account
This is one of the best tools I have ever used for contacts, reminders and physical cards too! Go to the site and check out their free guest account. Better to see it for yourself than for me to try to tell you.
My Favorite Websites for the Home
- Mrs. A's Coupon Organizer
Mrs. A's has done it again. They developed a great coupon organizer that allows you to find things quickly and actually USE the coupons you cut out.
Introducing BOX4BLOX ™... the Simple Toy Storage Organizer for LEGO ® That Gets Rid of That "Lego Disaster Zone" From the Floor ONCE AND FOR ALL!
- Send Out Cards - try their free guest account!
This system lets you type a message then they print it in your handwriting, stuff it, stamp it and mail it when you tell them to. All for LESS than what you would pay to buy a card at a store.
My Favorite Goal Setting Tools
- My Goal Manager
MyGoalManager.com's Online System takes Goal Setting to whole new level! If you like online tools, this one is fantastic.
- My Motivator
My Motivator is a great online service that helps you identify your goals and then stay on track with those goals with audio to learn from and reminders that are sent to you.
My Favorite Books on Paper & Information
- Taming the Paper Tiger at Home
Strange as it may sound, having the right information at the right time can help you save money or have a good time. Barbara Hemphill tells you how to tame the "paper tiger" with quick, practical solutions to managing every piece of paper that comes into your house. She'll show you how to decide what to keep, what to toss, where to keep it—and most important—how to find it exactly when you need it, so you make room for your life!
- Taming the Paper Tiger at Work
Despite the promise of the paperless office, most of us are mired in the stuff—and deluged with electronic information as well. The use of computers, e-mail, the Internet, and faxes probably forces you to contend with more paper than ever. But setting up and efficient system to organize all the information is easier than you might think. Barbara Hemphill will show you how.
My Favorite Books on Time & Productivity Management
- 30 Hours A Day - Ultimate Time Management Program
How Much More Money Would You Make With An Extra 6 Extra Hours Of Productivity Every Day? Drop-dead Simple Tutoring Of Rapid Results Coach Dave Navarro Makes It Easier Than You Ever Thought It Could Be.
- Outsource And Delegate
How To Work Less And Make A Lot More Money!
- Successful Time Management
Successful Time Management. An Easy-to-read, Ebook That Will Have You Getting More Done, In Less Time, Than Ever Before. It Just Takes A Few Minutes Each Day To Put These Time Management Systems In To Place.
Our Web Sites
- Steph's Blog - ProductiveAndOrganized.net
- Company Site - CalahanSolutions.com
- Company Media Room
- Follow me on Twitter!
- Connect w/ me on LinkedIn
- Friend me on Facebook!
- Friend me on MySpace
- Connect w/ me on Plaxo
- Stephanie's Bio