Time Tracker

I’ve written about how useful tracking your time can be, and this is just a simple sheet to make the job easier. Although there are a lot of great computerised systems out there, printed sheets are still useful, especially for non-computer tasks. Download: TimeTracking.doc (55KB) TimeTracking.odt (12KB) TimeTracking.pdf (89KB)

Project Sprint Sheet

This one is a little different, as it was created for software projects. However, I’ve found that some software methodologies (such as agile ones) are just as useful in non-software situations. For me, a project sprint is really just a set of tasks to finish in a set timeframe. I usually stick to one or two week periods, as these are easier to manage. A project will consist of lots of sprints before it’s completed, with each sprint creating something concrete and deliverable. KEY: BID — ID of the task (not required) EST — Estimated Time ACT — Actual Time CMP — Completed (just a tick goes here) There’s space on the back for a post-mortem, which is useful for improving the system and working out the kinks. Download ProjectSprint.doc (62KB) ProjectSprint.odt (13KB) ProjectSprint.pdf (56KB)

Mind Mapping (also known as "brainstorming") is a creative way of putting thoughts and ideas onto paper in a semi-organised manner. There are a multitude of uses for this technique, from generating ideas to organising notes and articles. It’s a great place to start if you want to create a lot of ideas, or if you want to explore different ways of doing things.

When Do You Use It?

The great thing about mind mapping is that it’s so free. There’s no right or wrong way to use it. For some people, it’s useful when trying to come up with a list of ideas, but for others it’s a good way of organising and idea they’ve already got and clarifying the various pieces.

As a general rule, if your task involves ideas of any kind, creating a mind map is a good place to start.

How Do You Do It?

If you can draw on it, you can pretty much mind map on it. I prefer to use paper as it is more flexible (you can doodle or use colours to add extra context easily), but there are some good software solutions out there too.

The PAPER method

The best way to get started is to take a piece of plain paper. Draw a bubble with your topic in it in the center, and then add anything that comes to mind in bubbles surrounding the main one. Add more related items as you go along, and add lines to them to signify relationships.

There’s no real "end" to this process, so go as long as you need to. I find it helps to rewrite the diagram later in the day when my subconscious has had time to stew on things, but it’s purely optional.

REMEMBER: Mind maps are as individual as the people that write them, so if you feel drawing emoticons next to something would add meaning, go for it. If you feel something is in the wrong place, it doesn’t really matter. Either draw some extra lines or scribble it out and move it somewhere else. The whole process is very organic, so just go where it takes you.

The DIGITAL method

There are plenty of great mind mapping applications out there, but here’s a few to look at:

• Freemind — It’s free, cross-platform and easy to use, and you can produce good looking mindmaps easily. It’s also quite keyboard friendly, so you can get ideas onto the screen quickly without having to fiddle with the mouse.
• XMind — A little more heavyweight than Freemind, but still good.
• LucidChart — An online charting app that supports mindmaps and multiple users at the same time, so good for teams.

There’s a much larger list on the wikipedia page “List of mind mapping software”.

What Are The Benefits?

In some ways, mind mapping is like a form of exercise for your creativity. It allows you to explore new ideas quickly and easily, and is good for overcoming mental blocks or finding alternative solutions to problems. More importantly, because there’s no set structure you don’t lose any creative juice trying to stick to a methodology or set of rules. Just grab a pen and paper and go for it!

So why do we waste so much of our time worrying about doing what we’re best at? Not only that, but we seem to go out of our way to do anything but what we should be doing. Whether it’s web surfing, TV watching or just shuffling papers, we’ve all done it.

Here’s five quick and easy things you can do to beat your procrastination. They may not be enough to cure it entirely, but they’ll help you get over the initial hump.

Create a work friendly environment

Remove distractions from where you’ll be working before you start. Turn the TV and radio off, close your internet browser and your IM clients. Get everything you’ll need for the task ahead, and lay it out in front of you. Make sure there’s plenty of light, and that you’re comfortable. Nothing makes work harder than an uncomfortable chair or a messy desk.

Make a short list

Making a big list of what needs doing is helpful at times, but when you’re battling with procrastination it can end up being de-motivating instead. Take an index card or small piece of paper, and list THREE things that you can accomplish in the day that will make a difference. It’s tempting to pick something big, but it’s important to start small. Even if it’s just "tidy desk" or "send email to X about project Y", it’s something you can work on.

Completing tasks is the best way of busting down the walls put up by procrastination, so think of them as a warm up before a work out. Once you feel more energetic and confident, move on to bigger jobs.

Start a timer

When I sit down to work on a task, I start a 30 minute timer. Then I start working. It doesn’t matter if the quality of writing is good or bad, as long as I do something. By having the timer in front of me, I’m reminded to focus on the job at hand. Once the timer is up, I’m done.

It’s often the case that I want to keep working even when the timer has finished, so it’s great for making progress on tasks I’ve been putting off.

Monitor your time

I’ve written about keeping a time log in the past, and they’re a good way to help you focus. When you know what you do is going to be written down, it’s a little encouragement to do something worthwhile.

RescueTime is a handy tool for Windows that automatically logs what you’re doing on the computer and lets you view statistics. After a week of use, you’ll be able to see what your biggest distractions are. Be warned, it can be a little sobering to find out just how much time is wasted during the day.

Reward yourself

All work and no play makes Jack a dull boy. When you force yourself to work, you can reinforce the idea that work it’s bad. Make sure you reward yourself, whether it’s a movie, a meal or reading a book in the sunshine. Smile when you’re working, to remind yourself that once you’re finished you can do something enjoyable. Don’t think of the task as a barrier keeping you from what you want, but as a journey to take to your reward.

Here’s a few strategies for preventing this from happening.

1) Wake up earlier than you need to

If you travel any distance to work, it’s important to wake up earlier than you need to. A stressful drive to the office, or missing your bus by a few seconds can really ruin your day. Leave plenty of time for getting ready and eating. As a rule of thumb, if you don’t have time to eat a proper breakfast before working, you’re not leaving enough time.

2) Review your goals and task lists

The more in control of your life you feel, the happier you are. Keeping a close eye on your goals and tasks keeps everything fresh in your mind, and you’re much less likely to forget about them. Not only that, but it allows you to review things and to quickly spot troubles. And it puts you in a positive frame of mind.

3) Read your affirmations

Before I tried using affirmations, I thought they were a waste of time. However, having experimented with them I’ve found them to be an invaluable tool for improving my mood. Stick to two or three simple ones, such as “I have abundant energy” or “I make effective use of my time”.

Think of affirmations as a kind of mental scaffolding. They’re useful for keeping you internally positive and uplifted until you can change your external situation.

4) Read something uplifting

Rent autobiographies of people you admire from the library. When you come across a good article on the Internet, print it off and read it later. Not only will this help reduce the amount of time surfing the net, but it creates your own personal library that you can refer to time and again.

Keep a highlighter handy when you’re reading them, so you can mark any important points. Review these later and make your own set notes.

5) Listen to something uplifting

If reading isn’t your thing, rent some audiobooks or listen to podcasts. There’s a wealth of personal development podcasts out there, and the advantage is that you can do something else whilst listening to them. Such as exercise…

6) Do some exercise

Twenty to thirty minutes of simple exercises in the morning gets your blood flowing and improves your mood. It doesn’t have to be too strenuous, and some light skipping or a gently jog around your area is just as effective.

Remember what you’ve achieved

So you’ve been up for just over and hour, and you’ve already managed to review your goals, read your affirmations and done some exercise. Sounds much better than stuffing down a slice of toast and running for the train…

Even if you feel like you’ll never get anything completed, there are a few simple things you can do to get yourself started.

1. Know what needs to be done

You can’t really start managing your time until you know exactly what you need to be getting done. Setting goals is a great way of deciding where you want to go, but you still need to break it down into smaller chunks that you can actually do.

If you’ve set yourself a goal, grab some paper, write your goal in the middle and then list all of the tasks you’ll need to do before it’s completed. You don’t have to think of everything, but it will give you a much firmer plan to work with. Once you’ve listed your ideas, write them down in the order you want to complete them. Some might be more urgent than others, or might yield the greatest return. For example, doing a bit of research at the start might reveal some sticking points that you can avoid (and save time).

Finally, estimate how long you think each task will take. It’s always best to over-estimate these, as there are usually unexpected complications. I find it helpful to write down how long things actually took once they’re done so I can estimate better in the future.

2. Monitor your time

I’ve written about using time logs before, and they’re a really easy way of getting a grip on where your time goes. If you use a computer a lot, you’ve probably had days where you’ve been "just checking" your email but ended up wasting lots of time. Once you see just how much time you’ve spent on surfing the web, it can be quite sobering.

All you need to do to get started is grab a sheet of paper and note down when you start each task and when you finish it. Remember, you’re not just noting down work tasks but everything. Getting up to make tea/coffee, answering the phone and "checking emails" all count. It might sound trivial, but it’s these trivial tasks that can take up your time.

After a week or two, you’ll have a firm idea of what’s taking up your time and you can start doing something about it. Sometimes just the act of keeping a time log will make you more effective, as it makes you resist the urge to procrastinate as you know it’ll be noted down!

3. You can’t do everything

Nobody dies with an empty to-do list. There will always, always be some things you won’t be able to do. Whether it’s a simple project or going into space, it’s a fact that you will have to sacrifice some things in order to do others.

It can be difficult to turn projects down, so to ease yourself into it keep a separate list of projects on the back burner. Once the initial excitement has worn off, the project might not seem like such a good idea after all.

Another way of giving yourself some extra time is delegating your work to someone else. You can either give it to a friend or relative, or hire someone from an outside agency to help. This isn’t just a strategy for big jobs either. Even something simple like mowing the lawn can be outsourced. There are always people looking for a little extra cash, so keep an eye out for them and reward them for their work.

Good time management doesn’t happen overnight

Creating the habits of good time management takes time and effort. No amount of tips and tweaks can suddenly make you super-efficient (I wish they could!), but if you take things one step at a time you can build upon your successes. Over time you’ll become more experienced at recognising time sappers, and you’ll have developed the strategies for dealing with them.

1. The Seven Habits of Highly Effective People

Steven Covey’s book was the first real self improvement book I ever read. It’s fair to say that it was one of the most important things I ever did, as every page is packed full of information. The seven habits aren’t particularly complex, and are more useful when treated as foundations to greater habits.

It takes time and effort to truly internalise them, but it’s worth the effort once you start feeling the difference. You’ll learn how to become more efficient in your work, how to improve your relationships with other people and how to maintain your habits once learnt.

2. The Power of Focus

Focus is a vital ingredient for any kind of productive work, as without it you can end up moving from project to project without ever completing anything. This book is a little heavy on the emotional side of things, and there are a few too many stories in it, but the core lessons are extremely useful.

There’s everything in here from creating a balanced life, to learning how to ask for things (which has always been a barrier for me). Even if you find it a little sappy, it’s worth reading just for the "pick me up" effect it has.

» My review at sodaware.net.

3. Getting Things Done

The GTD method of time management has become quite popular, and once you’ve tried the system it’s easy to see why. It’s very easy to get started with, and you don’t need lots of tools or software to do anything. A few sheets of paper and some folders are all you really need to start becoming more productive.

The core idea of the system is to stop your brain from having to remember everything you need to do. Once you have your ideas and tasks on paper, you can use your brain power to actually work on things instead of remembering them (or forgetting them if you’re anything like me )

» My review at sodaware.net.

4. The NOW Habit

This is another great book for managing your time, but it also takes recreation into account. Knowing that you have to sit at your desk for 12+ hours to finish a project can make you less productive, so scheduling in some fun time gives you something to look forward to and can make you more efficient.

I’ve used a lot of this book to create my own effective schedules, and knowing that I’ll be able to take a break does work. When you work for yourself you can fall into two traps: working too much and not taking time to relax, or relaxing too much and not actually working. Creating a schedule can help with both problems, so it’s definitely worth finding out how to make them.

5. The 100 Absolutely Unbreakable Laws of Business Success

It might have a particularly long title, but this book is packed with useful tips for becoming more successful. The laws are split into different categories, including business laws and personal laws, and each law also has tips at the end for applying it to your own life.

There’s a little repetition as you get further in, but you’re bound to find something you can use to become more successful.

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There are more recommendations in the personal development books section of the site, so take a look if you’re after some reading material.

I’d love to hear about books that have made a difference to you, so please feel free to leave them in the comments section!

Free Templates

There are three new templates in total. They’re very simple, but they were designed that way so it wouldn’t matter if I spilt tea on them or made a mistake. The first template is a blog scheduler, the second is a to-do list and the third is a daily planner.

Blog Schedule

This is the template I use on all of my blogs to try and keep some form of order in the chaos. It’s setup to use four steps for creating each post, which I outlined in “How a blog article is born“. BlogSchedule.doc (109KB) BlogSchedule.odt (12KB) BlogSchedule.pdf (40KB)

To-Do List

I usually have a dozen or so projects going off at any time, so I created this little to-do list to be used with any project. It’s meant to be as generic as possible, so it can be used for just about anything. ToDo-List.doc (56KB) ToDo-List.odt (11KB) ToDo-List.pdf (27KB)

Daily Planner

This little template breaks the day into half-hour chunks that can be used to schedule your day. See “How to create an effective schedule” for a complete guide on creating a schedule that works. DailyPlanner.xls (25KB) DailyPlanner.ods (10KB) DailyPlanner.pdf (14KB)

These templates are released under the Creative Commons Attribution-NonCommercial 2.5 Licence, which means you’re welcome to share and modify them as long as you keep the original link and don’t use them for commercial purposes.

One of the things I wanted to create with this site was a place where I could share what I’ve learnt, so here are three mistakes I make, some more often than others. They’re all centred around a lack of focus, which can be a real productivity killer.

1) Ignoring plans I make

Planning isn’t one of my favourite activities, but I find that once I’ve started to create a plan it’s not too difficult to finish it all. Plans can take anywhere from 20 minutes to several hours to create, and the level of detail depends on the task being planned. The real problem isn’t in creating the plan, but in sticking to it.

Once the initial enthusiasm has waned, it becomes very difficult to stick to any kind of schedule. More interesting tasks appear all the time, unexpected events occur that throw off schedules and there are days when you just don’t want to see a particular project.

So far the best solutions I’ve found to this problem has been the following:

1. Make the plan as simple as possible – This goes against my natural urge to plan for everything and to make things as detailed as possible. Instead, I find a more agile approach works best. This starts by making one very general plan, and making smaller ones as each large milestone is completed. See Extreme Achievement for more information on this.
2. Put the plan somewhere visible – It gets very hard to ignore a plan when it’s constantly in your face. It might feel a bit silly writing out your plan on a huge sheet of paper and sticking it to your ceiling, but it does have an affect!
3. Make your plans small – No matter what you plan for, something will appear and mess it up. The smaller (and simpler) your plans, the easier it is to cope with these interruptions. This isn’t to say you shouldn’t set big goals, but rather you should aim to get there in lots of little steps rather than a few giant strides.

Planning takes work, but if done well it can save hours of time and a lot of frustration. Learn what your limits are and set yourself reasonable targets to avoid any problems.

2) Ignoring priorities

This is related to the first point, and in some ways it’s probably the biggest mistake that anybody can make when it comes to productivity. It’s an unfortunate fact that there will never, ever be enough hours in the day to complete everything. This is where priorities come in, and when they’re followed they can make a huge difference.

The hard part is accepting that in order to do something, you will have to not do something else. Once you understand and accept this, it makes it a little simpler to prioritise your actions. To further encourage sticking to priorities, any rewards should be given for tasks that were marked as “high priority”.

3) Ignoring the clock

After a certain amount of work, your productivity will take a steep decline. This is nature’s way of telling you to stop and do something else. Once of the worst habits I picked up at university was working until 5 or 6am in the morning, getting a few hours sleep and then working through the day again. Although I got my work finished, the quality suffered as I made more mistakes and felt far more frustrated.

I’ve found the root cause of this problem is not trusting myself to resume work the next day. Although I know I’ll be more effective in the morning, I’ve had too many days of slacking until the afternoon that put me off this approach. It often seems like working through the night is the only way I’ll get something completed.

I found the best way to beat this problem is to wake up an hour earlier and dive straight into whatever task I set the night before. Even if I don’t get a huge amount done in this first hour, it sets up a more productive mood for the rest of the day.

Bonus – Not ignoring other people’s standards

It seems every list needs a bonus item at the end, so here’s one thing that I don’t ignore that would probably be a good idea. Everybody has different standards, and it’s often hard enough meeting your own, let alone somebody else’s. 

Don’t get too hung up on trying to be somebody else. Improve yourself in your own way, and you’ll be far more satisfied than you ever could be by living someone else’s life.

The truth of the matter is that organised people enjoy just as much fun as everyone else. More importantly, they experience less stress and and more efficient simply by sticking to a few habits. Whilst most people would agree that it’s beneficial to be more organised, it can sometimes be difficult to get started.

Why should you get organised?

Being organised isn’t about obsessing over small details, but about being effective and efficient. There are plenty of benefits to be gained from creating a consistent system:

• Reduces Stress — You won’t get stressed looking for things, such as reports or documents. You’ll also be less likely to forget important tasks and have to deal with the consequences.
• Saves time — Similar to the above. You won’t waste time worrying about things, because they will already be done. You also won’t waste time repeating the same task you’ve done before and either forgotten or mislaid the results.
• Increases personal effectiveness — You won’t repeat tasks, mislay important jobs or items. There’s also the benefit of prioritising your work so important things get done, and you’ll have a complete list of tasks and projects so you’ll alsways know where you stand on important jobs.
• Improves your self esteem — As strange as it sounds, being organised increases your self esteem. We often feel better the more in control of our lives we are. When things are going wrong, items are getting lost and we feel lost in our work environment it can seem like we’re just being dragged along. By getting organised you take control of your life, which improves self-esteem.
• Improves your relationships — This is another “side effect” of being organised. Having a system in place makes you more reliable, and reliable people are often seen as more trustworthy. Plus keeping things somewhere safe means you’re less likely to forget birthdays and anniversaries – although if you do forget them you won’t have an excuse

There are plenty more advantages, but they’ll appear in different areas of your life in subtle ways. You’ll probably find that the quality of your life is improved in many areas, which is perhaps the biggest advantage of all.

The Anatomy of Organisation

You can split your system into three distinct areas:

• Physical layout — This concerns all the “stuff” that you use. Things like lists, folders and stationary. Each of these items should have its own place to be stored, which saves you from looking for them when they’re required. It also keeps work surfaces free of clutter, which can aid concentration.
• A processing system — The system used is down to personal preference, but you should have a consistent approach to dealing with everything that comes into your life. This includes creating a place to put all of your inputs, as well as how they are recorded so they won’t be forgotten.
• Habits — A set of good habits will ensure your system runs smoothly. Examples of good habits to learn include handling each piece of paper once, and regularly reviewing goals and task lists. It takes time to build up these habits, but they will make a huge difference to your personal effectiveness.

It’s important to note that the entire system is only as strong as the weakest link. For example, if you have good habits but a poor physical layout, you’ll struggle with finding things which can lead to frustration. Similarly, if you have a good system and methodology but you’re not in the habit of using it, you won’t gain the full benefit.

Creating a Simple System

There are dozens of different systems out there, and they all have their own strengths and weaknesses. I’ve found that it’s best to start with a barebones system, which can be modified once you’ve got into the habit of using it. A very simple system would consist of the following elements:

• An inbox — This is a central place where all of your incoming stuff is put, so it can be processed at a later date. The important thing is to make sure nothing is getting left out of the processing stage. You can think of it as a funnel that makes sure everything is going into your organising “machine”.

• To-do lists — These lists can either be contextual or project based, whichever fits you best. If you’re using contextual lists, you’ll need several such as “@Desk”, “@Computer” and “@Internet”. I put “Computer” and “Internet” into two different lists as I usually disconnect my modem when I’m working so I don’t get distracted.

  Even if you decide to use entirely project based lists, it’s still useful to have a list of phone calls that need to be made, emails that need to be written and people to follow up with.

• A calendar — If a task has to be carried out on or by a certain date, you’ll want to put a reminder of this on your calendar. You should resist the temptation to organize your days using a calendar, as it dilutes the effectiveness of it.
• A list of all ongoing projects — This is a central list that lets you keep track on all of your current projects. It’s not meant to be detailed, and all project material and task lists should have their own folder(s). The main purpose is to give you something to review to make sure nothing gets forgotten.

• A filing system — Unless you’re an extreme minimalist, you’ll need a central place to store project and reference materials. Every project should have its own folder, even if it will only contain a single piece of paper. When organising these folders, simplicity is the key. Storing them alphabetically is much easier than arranging them by importance or any other criteria.

  Most of my projects have their own folder, but in some cases they will be split up. For example, I have two folders for this website: one to store general information such as design ideas, and one to store draft blog articles.

  If you think storing a single piece of paper in a folder is wasteful, you can place a piece of tape on the folder before putting a label over it. This makes it easy to peel the label off so you can reuse the folder.

• A someday/maybe list — This isn’t really essential, but if you get a lot of crazy ideas about new projects it’s a good place to keep note of them. During your reviews you can see if any of the ideas are worth pursuing, or if they’re worth giving to someone else.

The main purpose of having all these things in place is that it gives your brain a break. You’re effectively delegating the responsibility of remembering things to paper, which gives you chance to concentrate on more important things.

Additional Items

Once you’ve got your basic system up and running for a few weeks, you may want to add more to it. A little experimentation can go a long way, so don’t be afraid to mess around with different things. Here’s a few ideas to get you started:

• Goals, affirmations and purpose — Having clearly written goals is one of the biggest steps you can take to being a more effective person. By setting goals, you give yourself an idea of where you want to be in life. More importantly, you can use your goals to assess which tasks will take you closer and which will waste your time. It can be tough to get started with goal setting, but the benefits far outweigh the initial difficulty.
• Today’s tasks — This is a list of all the tasks that you want to complete in a single day. There are plenty of different ways to do this too. It can be a simple list of tasks, a prioritised list, or a “top 3″ task list. Take some time the night before to write your list, and think carefully about how much you put on it. There’s only so much you can do in a day, and having tasks left undone at the end of the day can have an adverse effect on morale.
• Today’s stuff — This is another tray, but it contains all the reference material for the current task. It’s useful for keeping everything in one place so it doesn’t take over your entire desk.
• A schedule — This can either compliment the “today’s tasks” list or replace it completely. Start by breaking your working day into chunks of at least 30 minutes and then fill it up with what you want to get done. The article “How to create an effective schedule” covers this subject in more detail.
• Individual lists and schedules — Large projects will need their own task lists, and may also require their own schedules. It can also be useful to keep schedules for recurring tasks, such as blog posting or weekly reviews.
• A progress tracker — If you often end the day feeling like you’ve wasted your time, you may benefit from using a progress tracker. It doesn’t have to be complex, and a simple system may just involve writing down what you’ve done during the day and what went right and wrong. A slightly more thorough version involves giving yourself “points” for completing tasks, and ticking boxes when performing activities in different areas of your life. I wrote about my experiences with progress trackers in “keeping a progress log“.

• A journal or diary — Journals can have several uses. The most common way is as a book to write down personal thoughts and feelings, as well as detailing personal problems. Sometimes the act of writing down a problem can give you many ideas about how to solve it.

  Another use is to keep track of what changes have been made in your life and why. This information can be used to see if they had a positive or negative impact on your life, and writing down why you did them can stop you from repeating the same mistakes.

• “To Read” pile — Yet another tray, this time containing material you wish to read. This could be printed articles from a blog (such as this one ), magazines or newsletters. By giving these items their own place you have somewhere to refer to should you get any “dead time”. It’s also a great place to go if you’re going to be taking a bus or train and what to get something done.

There are hundreds of tweaks and changes you can make, and not all of them work for everyone. Very few systems will ever remain the same for very long, and it’s beneficial to try many different things over time to see what improvements can be made.

PC vs Paper

PDAs and Pocket PCs have become more affordable in recent years, but will they replace pen and paper? Like most things, it’s really down to personal preference.

Most modern handhelds are powerful enough to run just about any task. They can also be synchronised with your main PC to keep things stored in a central location. They’re also much quicker when it comes to searching and sorting, and you won’t get leaky ink in your pockets. However, paper is far more versatile in most areas. You can quickly scribble down notes, stick it in your back pocket without breaking it and the battery will never go flat.

I’ve used both systems, and both had their strengths and weaknesses. I initially struggled to get a pen and paper system working, and buying a Pocket PC made a huge difference to my overall productivity. Perhaps it was the excitement of getting to use a shiny new toy to keep myself organised, or perhaps the fact I’d spent a lot of money on it. Either way, it had the desired effect and was one of the best purchases I made.

The main problem I had is that electronics can be very distracting. I often spent too much time trying to tweak the system to perfection instead of just using it to get things done. There was also the distraction of trying out all the new features and getting it to run games. I still use an electronic system, but I prefer to have paper copies of calendars and task lists handy.

Keeping it all working

Once your system is set up, you’ll need to keep it maintained so it doesn’t grind to a complete stop. This is done by developing habits that will keep your system running:

• Discipline with the inbox — This is quite difficult to begin with, but it’s vitally important that you don’t use your inbox as a storage folder. If you find yourself leafing through it looking for papers, then it’s not being used properly. Everything that goes IN should only be touched once before being stored, completed or binned. This is really just a habit of repetition, but ingraining it will save you hours of time.
• Carry a capturing device — Ideas will come to you whenever they feel like it. Our brain is a wonderful organ, in that it’ll come up with some splendid idea at 2am but will steadfastly refuse to remember it in the morning. Get in the habit of carrying something around that you can use to record these ideas. Make sure it’s small enough to comfortably fit in a pocket or bag, otherwise you’ll resist taking it around with you which really defeats the purpose. One more tip: keep it by your bed!
• Constantly Review Your Items — Constantly look over everything on your goals and to-do lists to make sure you’re going in the right direction and that nothing has changed. The more often you review, the quicker you can adapt to changes in circumstances. Check everything is moving forward, and review your “crazy ideas” list every few weeks to see if it any ideas have become more relevant.
• Keep your work areas clean — As soon as you’ve finished with something, put it away. This simple habit alone can help keep your workspaces clean from debris and other clutter which will distract you.

So there we have it. Organising yourself can be a daunting task, but breaking it into small chunks and slowly developing the habits necessary will help you to create a system that improves just about every area of your life. All of this might seem excessive, but just one day of being organised will let you know it’s all worth it.

OK, so that wasn’t a exactly textbook example of leadership. I could easily have opened up with a cliched tale of an ancient commander, leading his troops to victory in the face of overwhelming odds, but that only scratches the surface of leadership. More importantly, we all have the capacity to be great leaders without having to lead an army.

A very simplistic view of leadership is that it’s about getting people to work towards the same goal. However, the way this is done is what shows a leader’s true qualities. Bullying people into working will only get you so far, but being too easy going may not get you results at all. So what qualities do good leaders share?

• They lead by example — This is the foundation of everything else that makes a truly great leader. They set the bar high for themselves, and strive to live up to their own expectations. However, just because they have high standards doesn’t mean they expect perfection from everyone else. Everybody makes mistakes, even those with the best intentions.
• They are honest — Honesty and integrity are vital ingredients in any form of human interaction. Lying and scheming can get you places, and whilst some may get away with it, for the majority their underhanded ways will hurt them in the end.
• They have courage — If there’s one constant in life, it’s that things are never easy. It takes courage and strength of character to get yourself, and others, through these times. It also takes courage to do the right thing in the face of opposition.
• They listen — It’s easy to bark orders at people, but it’s important to listen to those you are leading. Nobody can do everything by themselves, so listen to the ideas and problems of others. It’s important to be open to feedback, because if people know you’ll ignore their problems and ideas they’ll be less likely to tell you anything in the first place.
• They nurture — There are a lot of talented people around that often feel as if their talents are being ignored. Great leaders can see the potential in others and encourage them to raise their game.
• They encourage others to be independent — A fear-based leader will not always encourage others to be independent, as this would threaten their position of "being in charge". By encouraging others to work independently, you let them know that you trust them and that they’re valuable members of a team.
• They plan — Because you’re working towards a goal, it’s essential to plan ahead. This lets people know that you’re serious about the project, and also gives them an idea of where things are going.

When we think of leadership, we often assume it is reserved for certain people. After all, leaders are born, not made, right? The truth is, you have the potential to be a truly great leader, and it doesn’t have to involve leading hundreds of people. Setting an example to those around you is also a form of leadership. The goal doesn’t have to be completing a new project or building a skyscraper, but becoming a better person.