Get Organized and Stay Organized!

So, with all that in mind … Let’s dive into our best – and favourite – hacks for getting things in line and keeping them there!

First on our list … which can sometimes be a hard one.

• Learn to say “No” …!
  The more often you say yes, the more your to-do list will grow. Learn to feel confident in saying no once in a while. Prioritizing the things that really matter to YOU and your business is critical.
  
   
• Take more breaks …!
  I understand you are “too busy,” but breaks are good for your brain and will improve your focus while boosting your mood. Trust me, you will actually get more done.

This then winds in very closely to my next point …

• Find your “golden hour” …!
  Some people are on fire during the day and use the entire evening to unwind and relax. But others come to life at dinnertime after having slept all day.
  You are way ahead of the game if you can identify when your productivity comes to life.
  
  

• Set your schedule the day before …!
  Every morning is busy, and by noon rolls around, you’re in the thick of it all. So, take 10 minutes to set a loose to-do list at the end of your day to keep you on track. Setting our intentions for the day — or week – can take a load off your mind that you didn’t even know was there, to begin with!
  
  
  
• Establish a priority hierarchy …!
  And hold yourself to it!!! Start by placing your focus only on the task at hand. Because if you’re working on “A” but too busy worrying about B, C, D and Z, you won’t do an excellent job on A.
  
  
  
• Dedicate some “focus time” …!
  Communication is one of the biggest distractions in the business world. So, when you need to deep dive into a task (or your entire to-do list), turn off all communications and dedicate your time to what you need to accomplish. Silence the **pings** and **rings** and let everyone back into your world only when you are done.
  
  
  
• Keep note-taking tools at your fingertips …!
  You never know when inspiration is going to strike. Fortunately for us here, Asana is our virtual organizational saviour. But it’s also okay if that is not your jam! You may be a journal person or the actual pen-to-paper notebook kind (which we are too). And that’s good too! All these kinds of tools will help you concentrate and improve your memory, and, best of all … there are no distractions on a blank piece of paper. Whatever makes you happy when you organize your thoughts and set those prioritized intentions — THAT’S what you should do. Organizing our thoughts is a powerful tool. And should never be left to the wayside.
  
  
  
• Find accountability … Tell someone about it …!
  Whether on social media for a bigger picture goal or to a buddy or loved one to get you through Monday morning’s panic attack. Telling someone your plans will keep you accountable on all levels — and help you accomplish your dreams — no matter the size.
  
  
  
• Stop with all the multi-tasking already …!
  Yes, it may “feel” like you’re getting more done in the same amount of time, but it hurts your ability to complete things efficiently. On average, it’s a productivity loss of 40%. And that’s no joke! No one wants half a job done, half a conversation, or half your attention. So, be kind to yourself and set aside proper amounts of time for your tasks … Set yourself up for success!
  
  
  
• Do short-batch tasks as a bundle …!
  Things like billing, signing off on paperwork or contracts, updating your to-do list or financials … And no, this is not considered multi-tasking, but batch bundling! This can be said for tasks you love to do and for those that you dread. If I have a day of creative fun on my schedule, I am indeed a happy camper. And same goes for the yuckier types of tasks. I plan out one day a week to get that stuff done. So, get in and get ‘er done, then happily wave bye-bye to that task until next week – or month. This will leave you with fewer “yucky” days, more happy days filled with better quality results … See how all this works?
  
  
  
• Use AI as often as humanly possible …!
  Pre-schedule those social media posts or marketing emails in batches. Make your email calendar automatic. Use a calendar booking tool. Use online forms in-house or with your clients/audience. Set recurring contracts and invoices. And so-on … and so-on … and so-on.
  
  
  
• Bigger isn’t always better …!
  Break down your more significant tasks into smaller ones when working on something extremely time-consuming. It can be intimidating to start when you look at one big task in all its humungous glory. But looking at the smaller puzzle pieces individually will only help you gain more time and accomplish more in the long run.
  
  
  
• Implement the “two-minute rule” …!
  It’s called that for a reason! If it only takes two minutes or less to complete, do it. But, if it will take longer … write it down and find it later. It’s much more efficient for those two minutes to do it now. Cross it off and be DONE!
  
  
  
• Get yourself virtually organized … “untangled,” as we like to call it …!
  Clean your desktop (both physically and on your computer). Organize your file folders and Cloud spaces. And while doing such, make it a habit to establish a clear hierarchy and adhere to a standard naming convention to reduce confusion for yourself, your team members, and your clients. Organization is a crucial element to success … So, make things easier on yourself!
  
  
  
• Slow down and clear your head by making your bed …!
  This won’t give you any new ideas on how to work more efficiently, but it will allow you to slow down, clear your head, wake up and ponder on your plan for the day — or perhaps even future bigger-picture goals. It’s one of those daily rituals that can add quality to your mindset.
  
  Mom was right … wasn’t she?
  
  
  
• Keep a secret snack stash …!
  At some point in your day, you will need an energy boost so you don’t get all “hangry”! So keeping a stash of healthy snacks — and maybe a few sweet or salty treats — will keep you going, feeling energized and stop you from biting the heads of those you’re working or communicating with. And always, always, always fresh water at your side, at all times.
  
  
  
• Declutter the space around you …!
  Spark some joy! It’s often said that geniuses have messier spaces. I beg to differ … Dealing with a cluttered space is the last thing you need during an overly busy day. Which, for us, is pretty much every day. So, take a few and get yourself organized. This way, you have a place you can call your own. Primarily if you work from home, the last thing you need is piles of papers, and Post-it notes all over the house, disrupting your loved ones and your lifestyle. It would help to separate working spaces from home spaces so your mind can be relieved when you rest for the day. Temporarily out of sight is entirely out of mind. And while you’re at it, add some pops of colour to your space. Even cute sticky notes or pens can add positivity and stimulation to your day. Working in a monotone space may make you feel trapped or bored. And nobody likes feeling that way! EVER!
  
  
  
• Show up and kick butt …!
  Prepare yourself for meetings. Have purpose and value in your material, attitude, and presence. People can tell when you know your stuff!
  
  
  
• Bullet points (and emojis) are your friend …!
  These simple little dots are truly the easiest way to make your communications — or content — more readable and “skimmable” for the busiest of the busy. So, please do your best to include them as much as possible to help improve the comprehension of your person-to-person or virtual messages.
  
  
  
• Unroll your inbox …!
  Yup, I said it … It’s time to remove all those time and attention wasters from your inbox. You know, the dozens of emails you get every single damn day that you never pay one second of attention to. So, take the time to set up filters and folders to help make your inbox an organizer’s dream. Remember … It takes time to save time!
  
  
  
• Ask, and thou shall receive …!
  You can’t be a superhero 100% of the time. Even if you feel like one.
  So, swallow your pride, put away your cape and ask for help before you explode! You can’t #BeAll, #DoAll and #KnowAll all the time. Delegation is a true golden key to keeping your plate clear and helping you operate smoothly. It’s all about knowing when to delegate and ensuring you do so to the “right people,” all the while keeping your communications as straightforward as possible.
  
  
  
• Do not burn yourself out …!
  You need you. Your clients need you. Your business needs you. It only takes 90 to 120 minutes for your mind and body to get tired of a task you’ve been working hard on with extremely uninterrupted focus. Take breaks! Keep this in mind as you prioritize and set your intentions for the day ahead. For example, if I have a work-heavy day, I schedule less in my personal life. That may mean getting take-out for dinner to lighten the life load. And on the flip side, I know that on a light workday, I can get into the kitchen and do something for my soul – being the foodie that I am — and cook a fantastic meal for the people I love.
  
  
  
• Beat procrastination …!
  It’s better to take action the minute I see an issue. No matter what it is. When you do it … just dive right on it … You will often find that the process wasn’t nearly half as bad, grueling, or tedious as you initially expected. And conquering this psychological barrier of getting started increases your energy, and the momentum flows.
  
  
  
• Practice makes perfect …!
  With almost everything in our business lives (personal, too!), practice truly makes it perfect. If you really want to live a life in a going-forward motion, you should unlearn the bad habits you’ve picked up along your entrepreneurial adventure. Try new things, find what works for you, and watch the workflow stream out of your workspace like never before!
  
  

So bottom line, out of all the hacks we just talked with you about …

Keeping organized will save time looking for things and scrambling for time to do it all. You will have more time to work on important tasks — or even FUN ones you’ve been putting off for far too long. An organization will not only improve the flow of communication between you and your glorious virtual team, but you can also make your team more productive in the long run!

And how can it get better than that?!