In this day and age, we are constantly getting pulled in so many different directions. We lead hectic lives and have crazy-busy schedules. We get bombarded from all sides – whether at work, at home, or even at play. Everywhere we go, people complain that there is so much to do and so little time. So amidst this sensory overload that we are subjected to on a daily basis, how do we stay calm and focused? How do we feel less overwhelmed? How do we get things done?
There are many, and I mean many, great resources out there with a myriad of opinions on what you should do (“ten things that will”…) or should not do (“six habits to nix” …). How do you sift through all that knowledge and expertise to design a game plan that works for you and your style? Because unless you have recently won the lottery (and can hire two personal assistants, outsource your work, and add a personal chef and a housekeeper to your household), you need to do this post haste.
Try some of these simple concepts that have proven to work, time and again. Will they work for you? Probably. Do you need to incorporate them all? Maybe, maybe not. What matters is to start somewhere, anywhere, and to have a simple, easy to follow, road map that gets you from point A (totally overwhelmed) to point B (organized, focused, and successful).
Embrace your internal body clock. Knowing when you are most alert and can perform your best work is critical to your success. Personally, I am a morning person (much to the chagrin of my husband); and so I try to accomplish my most challenging goals during that time.
Establish your own routine. Routines (aka habits) provide structure, which in turn, helps you stay focused. My work “routine” is simple, effective, and keeps distractions at bay so I can focus and do what I do best:
- I keep my desk clean; the only “paperwork” on my desk is what I am currently working on.
- I use project folders for everything – so much so, that I probably should invest in the companies that produce them. I also use colored paper inserts to further organize these project folders (red=critical, yellow=strategic, teal=initiatives, etc.)
- I only answer my phone if I know the caller; otherwise, s/he is welcome to leave me a voicemail.
- I use Glip (messaging app) to send quick questions or messages to colleagues and my team instead of sending emails.
- I typically do not accept meeting invitations for Mondays or Fridays; these are days I reserve for my team and my projects.
- If I am invited to a meeting, I request an agenda ahead of time; this tells me if the organizer is prepared or if we are going to get into a conference room (or on a conference call) and shoot the breeze for a couple of hours – who has time for that?
- I do not check my personal email while at work (and yes, I keep my business and personal email accounts separate). I do not need to be distracted by my BFF’s latest drama while in the middle of a deadline. If there is an emergency, my family and friends know to call or text. Otherwise, it can wait until I get home.
- On the flip-side, I rarely check my business email during the weekend. Really! Again, if there is an emergency, my colleagues and my team know to call or text. Otherwise, it can wait until Monday.
- I follow a daily wrap-up routine; this reinforces what was accomplished that day and prepares me for the next business day.
Keep your eye on the prize. Back when I was pursuing my MBA (the “prize”), I used my login passphrase to remind me every time (whether I was signing on to my laptop or checking my email) what I was working towards and what the prize was. My passphrase back then was G3tmYEmmBeeA@a. Seriously! It’s amazing the impact that typing that same word, multiple times each day, had on me. By the way, I still use a variation of this “trick” to this day.
Set achievable goals. It is vitally important to know what the “big picture“ is and to have it emblazoned in your mind; but it is just as important to set smaller goals along the way. When the “big picture” is nine or 12 months away or more, celebrating your incremental achievements will keep you, and your team, focused, engaged, and energized.
Slay your inbox. I know so many people with hundreds, if not thousands, of, mostly unread, emails in their inbox. That would personally drive me insane. Way-back-when, I created my own “system” to manage my inbox; and on any given day, my inbox may have 25-30 emails, max. How? For me, every email falls into one of four buckets:
- Requires follow-up. These are the only emails that stay in my inbox until I have responded or completed the request.
- FYIs. These are from well-meaning colleagues or individuals who believe they need to keep me in the loop about something. I typically read those “good to know” emails towards the end of each day as part of my daily wrap-up (see “routines” above) then file them.
- Subscriptions. These are news, updates, and alerts I have personally signed up for. These are automatically filed in a “Resources” sub-folder. Once or twice a week, I set aside some time (typically over lunch) to peruse these.
- Unsolicited. These are typically from people I do not know who are trying to introduce their company and/or services to me. These are filed in an “Unsolicited” sub-folder. I review these as time permits; but I rarely feel guilty about these (to me, these are the equivalent of a “cold call”).
By following this system, I am able to harness all the tools that email provides to help me manage my inbox: I create rules. I color code. I conditionally format. I add keywords for quick reference. I use my calendar extensively – and not just for meetings. I set reminders and follow-ups.
This may all sound very daunting; after all, this is a system I have tweaked and perfected over several years. Perhaps you can start by taking baby steps: introduce simple rules to sweep your inbox (Outlook-speak; Gmail refers to it as “filters”). Once you have mastered rules, you can build on that until you have a system that keeps your inbox trim and manageable.
Seize the open-source tools. We all love free things and there are a ton of free tools available to help you collaborate and stay organized. Over the years, I have used several including OneNote, Asana, Trello, Jira, Wrike, Smartsheets, Evernote, and even digital post-its. And you know what? They ALL work. My recommendation? Start simple; find one that meets your needs; and, most importantly, start using it!
Surround yourself with inspiration. Back when I worked in a cubicle, I turned it into my safe haven: I had a few pictures, some inspiring quotes, and several quirky mementos – stuff that lifted my spirits and made me smile every time I looked at it. Throughout the years, I have continued this tradition; and now I have an “inspiration wall” in my office. Why? Because being happy and inspired keeps me focused. It’s that simple.
So if you are struggling and feeling overwhelmed, you really can’t go wrong as long as you start somewhere. Your game plan; whatever it is, should help you stay focused and in the moment so you can get what needs to get done, done!