What is your biggest distraction? Is it the phone, email, social media, constant interruptions from others? Managing and minimizing distractions are key elements of time management and staying organized. Whether you are trying to focus on a project at work or complete a task at home, constant distractions slow us down significantly. Are you familiar with the term “activation energy”? Activation energy is the minimum amount of energy that must be available for a chemical reaction to occur. The principal is the same for the energy needed to get a project completed. To start a project, we need a certain amount of “energy” but once we get started, it is much easier to continue to completion. It’s the stopping and restarting continuously that slows our progress and expands our timeline. So how do I minimize distractions to keep my activation energy going?
“Do not disturb”
To keep focused on a project or task, you need to minimize your distractions by employing a “do not disturb” mentality. Set the timer on your phone for a reasonable length of time – 60 or 90 minutes. Then one by one, shut off or down those distractions. Turn the ringer off on your phone or set to “do not disturb” – don’t worry, the timer alarm will still go off. Minimize the taskbar which shows that a new email has come in. Place your phone upside down so you won’t see texts or notifications coming in. Are you concerned you might miss an “urgent” message? Set your phone to alarm after 20 or 30 minutes for a quick peek to be sure there is nothing that warrants your immediate attention. Are you in open office space and can’t close your door for a short period of time to work? Move into a conference room or put on earbuds to block out distractions.
You will be more productive and less stressed when you manage your time and distractions. Figure out what solutions work best for you to filter out your distractions and keep your activation energy going.
How did it get this way?
Quick, name the one space in your home that is REALLY disorganized and in need of some serious decluttering. Many clients say basement, playroom or closets and yes, these are often trouble spots in the home. But one of the most important spaces that often gets overlooked is the bathroom medicine cabinet. For many of us, it’s a space we use multiple times a day but we rarely give it a thought unless we need something specific. On a daily basis, we rummage around for the item we need and then shove it back in and close the door. In theory, we know that there’s a lot of “stuff” lurking in there but we don’t take the time to sort it out. While a medicine cabinet may seem like a low organizing priority, it really needs to be prioritized both for ease of use and most importantly, for safety.
How the heck old IS this, anyway?
The first thing to address in a medicine cabinet are expiration dates. Dates are there for a reason so always err on the side of caution. Pharmaceuticals should NOT be stored in a bathroom medicine cabinet – heat and moisture break down the components faster. All narcotics should be kept in a locked space – not in the easy access of a medicine cabinet. Throw out any OTC medications that are expired and take any narcotics to your local police department for proper destruction – DO NOT flush these down the toilet. These chemicals seep into the ground and drinking water and cause real harm. Once you’ve eliminated the unneeded, unused and expired medications, determine what else should be put back in. Containerize like items in Ziploc bags or small acrylic containers. First aid items like bandages and ointments fit perfectly in a small bag. Group items together – shaving, hair products, dental items – inside the cabinet for easy access.
Do you have duplicates of the same item? Store the unopened item in another spot to leave the “prime real estate” of the medicine cabinet free. Purge, containerize and give your items a home – your everyday routine will thank you….
Now, where did I put that?
The average American spends 40 minutes a day trying to find something that is misplaced. That’s almost 5 hours a week that could be better spent on other priorities. The top offenders in the “where is it?” category are wallet, car keys, purse and mobile phone. So, how do you create an organizing solution so that you never waste that time again? First, create a “home” for an item. My wallet, when not in my pocket, “lives” on my bedroom bureau. In the house, my purse hangs on a hook in the mudroom. I hang my car keys on the key rack in the mudroom when I enter the house. I carry my mobile phone in my pocket or in the house, it lives on the “charging shelf” in the kitchen. By creating a routine and a system, we have a go-to spot for our things, resulting in much less lost time searching for lost items. But what if I forgot to hang up my keys or my wallet fell out of my pocket, then what?
Ooops, there it is…
Have you ever tried to walk out of the house only to find that your wallet or keys is not where they should be? Or misplace your cellphone in the house and you can’t call it because it’s dead or on silent? While I’m generally not a “product person”, I recently found a product that I recommend to everyone. Tile is a small electronic piece that you can add to your keychain (the Tile Mate) and slip into a wallet, purse or adhere to many electronics (Tile Slim). Once you download the Tile app to your smart phone, you can “ring” the Tile to find the missing item. If the cellphone is the item you’ve misplaced, you can use a computer or any other Tile. Out of earshot? The Tile will show up on a map, showing you exactly where the item is.
Losing keys or a wallet and scrambling around to find our missing items is stressful and time-consuming. Creating a “home” for your items is a great Plan A and Tile is a great Plan B+.
I’ll just check Facebook//Instagram/Pinterest for a minute…
Social media, in all of its manifestations, is a daily part of our lives. For anyone in marketing, sales or communications, it is a necessary evil. For the rest of us, social media can be a fun distraction, a communication tool and definitely a “time suck” which drains our time and productivity. Have you ever said “I’ll just check Facebook for 5 minutes” and you look up from the screen and an hour has gone by without your even noticing? Social media, for all its useful applications, is absolutely a rabbit hole that we all tend to fall into. In the workplace, the stakes and costs are even higher. Studies have shown a 13% loss in productivity in the workplace due to social media use which costs the economy billions each year. So how do I keep social media from being a time and productivity suck?
Put yourself on a social media “diet”
The Greek poet Hesiod urged “moderation in all things”. For all of us, social media must be limited if you want to remain productive and on schedule. Too much of anything is not healthy so put yourself on a “diet” of social media. Set a timer on your phone and when the timer goes off, get off social media. If you are truly on social media for work, write some bullet points on what you are doing and stick to your outline. Resist the temptation to click on interesting links or check out what others are doing and saying online. Like resisting cupcakes is good for your waistline, resisting checking out our friends’ feeds is good for your productivity.
Turn off social media notifications on your phone to keep from logging on all the time. Like Pavlov’s dog, we hear that little “ding” and think this is something we must check out immediately. Instead, set a time each day to go through your social media feeds and engage online. A couple of hours is not going to make a difference in liking a friend’s photo.
In this day and age, who doesn’t have an overloaded inbox? Even when we have a personal email (or two or three) and a work email, it’s easy to get overloaded. Here are some tips to declutter your inbox.
- Create Folders so you can file away emails to quickly find them in the future. Related to Suzy’s soccer? Just drag anything into the folder and you can always go back and reference the schedule at another time.
- Unsubscribe to email newsletters you signed up with good intentions but that’s not getting the information read. Unsubscribe if you know you can’t prioritize this.
- Create a rule. You can designate a particular folder for certain emails to be downloaded to vs. the inbox. Want anything related to shopping to go into a particular folder? Create a rule so it doesn’t clutter your inbox and your really important emails don’t get lost.
- Don’t just delete, unsubscribe. Yes, it’s quicker just to delete but if you scroll to the bottom of those pesky marketing emails, you’ll see the “unsubscribe” button. Take 5 minutes a day to unsubscribe online and stop unwanted and unneeded emails from arriving in the first place.
- Delete unneeded file folders. Did you create an email file folder for Sam’s 4th grade class info? Great. But now he’s heading to high school so it’s time to delete that folder….