Keeping the Focus – 5 Tools to use in Getting Things Done

Sometimes we get caught up in over-processing things on our desk because of a lack of focus. Other times we find ourselves repeating steps or forgetting where we were prior to an interruption. Research has shown that it takes on average 64 seconds to regain our train of thought after an interruption. Here are 5 tools I use to keep my focus and to avoid the Waste of Over Processing.

  1. Checklists – Using checklists have a big impact in my office. Think about the things in your job that you do over and over. For example, every time I book a speaking engagement, I have a checklist of 12 things that need to happen before I show up to present. I keep this checklist in my MS Outlook ® Task feature and it guides me so things don’t get overlooked or slip through the cracks. I also have a checklist of things I take with me on every business trip. I keep this handy to review before walking out of my office and while packing up luggage and equipment.
  2. A timer – Timers are simple yet effective gadgets. Setting a timer for 15 minutes to clean out your E-mail Inbox, do some filing or to jot down ideas for an article will help you make good use of your time. Watching the minutes tick away helps me stay focused  and motivated to get as much done as possible. You’ll be amazed at what you can accomplish in a small block of time. If you need a timer on your computer screen, use this online stopwatch.
  3. Block E-mail, voicemail and project time on your calendar – When you have a task that requires ninety minutes or more, block time on your calendar to work on it. By doing so, it states the importance of the project and guarantees time to work on it. You can also block out email processing time 2-3 times each day to help you focus strictly on this task.  If others have access to your calendar they’ll have a clearer picture of how much time is available in your schedule.
  4. Power Hour – If you want a way to experience better time management, be more organized and accomplish things in a fraction of the time they currently take, then you’ll want to begin using the Power Hour strategy.  It involves creating new habits in the way you start your day and you will quickly see the value of it.  Read 7 Steps to a Productive Day to get more details on implementing the Power Hour.
  5. Perfectionism Check –Perfectionists struggle with the Waste of Over Processing in a big way because in their opinion, a project can always be improved just a little bit more.  Some perfectionists struggle with sending a brief e-mail in plain text because they want a “perfect e-mail” and would rather spend time changing fonts, highlighting, italicizing, etc. before pressing “send”.  Sometimes you just have to have the mantra of “Done is good enough” and move on to another project.

This article was created by the team at Organized Audrey. This material may be reprinted or reposted, but please credit the author and our website: organizedaudrey.com.

For booking or more information, please call Audrey at 952-944-9470, or visit her website www.OrganizedAudrey.com.

Testimonials

Your presentation was the most valuable to me and my life.

-Jill E., Million Dollar Round Table

Audrey’s had an impact on our lives and on the culture of our organization.

-Dan Young, Director, Thrivent Financial

Because of Audrey, we’re working smarter. I wish we would have hired her sooner.

-Chuck Runyon, CEO, Anytime Fitness

You were a huge hit and our people are already making changes. My sincere appreciation for your thoughtful, personal and successful presentations.

-Scott Graf, Global President, BCD Meetings & Events

“The best session of the day!”

-VP Education, MN Multi Housing Association

“You were more than a keynote closing speech—you were the highlight of our event.”

-Director Member Services & Education, MN Rural Electric Association

“I learned more in 2 hours than I have in an 8-hour course.”

-Tim T, Minneapolis Airport Police

“As always, the evaluations were extremely positive.”

-Staff Development Specialist, Ramsey County

“Her stories are real—they hit close to home.”

-HR Director, City of Saint Paul

“If I execute half of her techniques, I will double my productivity.”

-Wayne Kurzen, EOS™ Implementation Expert

“One of the most well-received sessions at our conference! Attendees were left wanting more!”

-Joanna Berens, MPI SEC Education Chair

“Audrey helps in our multi-tasking world. Easy to do business with!”

-Christopher Fromuth, Sales Program Manager, Eaton Corporation

“You know a session is successful when your team rushes back to implement the strategies they just learned.”

-Colleen Brzozowski, Director of Sales, Grand Traverse Resort & Spa

“Audrey’s ability is unparalleled. The results immediate.”

-Mike Ambrose, Operations Scheduler, Mayo Clinic

“This training yields positive results fast.”

-Bill Idzorek, Director, Thrivent Financial

“Our team’s favorite presentation! The quick wins had everyone salivating.”

-Barbara Anderson, Director, The Boeing Company

“After just one week, my inbox has gone from 40,000 emails to 49!”

-Tony Nicholson, Director, Anytime Fitness

“Upbeat, dynamic, resonated brilliantly with our audience. A key highlight of our conference.”

-Catherine Chaulet, President, Global DMC Partners

“I used to work at Microsoft—I thought I knew EVERY Outlook feature until I attended Audrey’s workshop. I learned features I had never heard of—and I use them daily.”

-Michael Kennedy, VP of Sales Enablement, Kennedy Creative Events

“Audrey’s dynamic, engaging personality and interactive approach was perfect for us.”

-Rob Gingras, GTP, CTE, CMP, Director, Cigna

“Amazing! A powerful message. Why did I wait so long to meet Audrey?”

-Todd Zint, CMP, CMM, VP, Meetings and Event Strategy at NFP

“Time well-spent! Her solutions will have immediate positive impact on time management issues.”

-Steve Mulder, MD President and CEO, Hutchinson Area Health Care

“Audrey showed us the things we don’t have time to find ourselves!”

-Jeffrey F. Perrin, CMP, Hyatt Hotels & Resorts; Past President Greater Orlando MPI Chapter

“Great presentation! Immediate ROI!”

-Jill Konrath, Sales accelerator and author of SNAP Selling and Selling to BIG Companies

“You made a great impression, and a rather large impact.”

-Eric Glass, Customer Engagement Specialist, The Boeing Company

“Audrey’s keynote inspired, encouraged, and revitalized.”

-Sherry Wolff, Contractor to PricewaterhouseCoopers

Join thousands of other professionals using Audrey's expertise to increase their productivity.


Contact Audrey