Say no to 1,000 things

Posted by random olio

Everything in the universe at this moment is telling me that my biggest lesson in life is about saying “NO.” Each day I find an article, read a book, have a conversation that reiterates the ongoing dilemma I have with life. What can I truly handle? Have I bitten off more than I can chew? Yes, and no. It really depends. I do know that I need to figure out a way to scale back. Part of that means that I have to say “No” more and more and more. How does one do that when your modus operandi is to help others, solve problems, and to try to make the world a better place one day at a time?

I wanted to share a few of the ideas that have been bombarding my thoughts these last few days. I came across this Steve Jobs quote:

“People think focus means saying yes to the thing you’ve got to focus on. But that’s not what it means at all. It means saying no to the hundred other good ideas that there are. You have to pick carefully. I’m actually as proud of the things we haven’t done as the things I have done. Innovation is saying no to 1,000 things.”

If I could truly do what Jobs said, maybe I could have a fraction of the success he had in life. It has become a common theme for me these past few weeks and months to figure out how to scale back at work and at home and yet life feels like it is a treadmill on the highest speed, and sometimes at the highest incline. At times it feels like the buttons are inoperable and I am not able to adjust to the appropriate speed, so it means running crazy fast and then wondering how long I can sustain the speed.

There was this Fast Company article called: “The Exact Amount of Time You Should Work Every Day” that shared this idea:

Make Realistic To-Do Lists: “We often bog down our to-do lists and make them not feasible for us to accomplish [plus] we underestimate how long it’s going to take us to do something,” says Sexton.

Prioritize tasks. Choose three major tasks to focus on for the day and add other tasks as they pop up throughout the day to a separate list, readjusting your priorities throughout the day if required. It’s a lot easier to look at a list of three tasks than 30. Once you knock off the first three items, choose your next three priorities from your lengthier list.

I do not feel like I have a problem with To-Do Lists, tracking what I need to do, or prioritizing my tasks. I feel it is having too much happening at once. Too many projects to track on, too many deliverables, and not enough time or bandwidth to execute or strategize on how to make it all happen.

How have you learned to say, “No?” Teach me. I want to learn. I want to know what has worked for you.

What did you enjoy today?

Posted by random olio

Often we think about all the many tasks that we have not completed. I know my to-do list feels never ending, whether it is all the projects I want to get after when I am at home at night or on the weekend, or the multitude of projects that are in front of me at work. I love the feeling of accomplishment of large projects and many tasks and knowing how a to-do list can be like carving away the excess to find the beauty of the sculpture that will eventually surface.

Yet, we usually think about what we cross off of our lists. I am definitely one to cross something off my list so I do not have to see it anymore, but recently came across a Fast Company article about having a “To-Done” list and celebrating the accomplishments by being able to look at all that was done. An aha moment for me! The article is definitely a must read, but I specifically wanted to highlight three key questions from the article:

“1. What am I thankful for today?

2. What did I enjoy today?

3. What am I satisfied with today?”

Have you thought about what you did at work this week, what you accomplished, and what you felt good about most of all? I definitely need to retrain my thought from “get it done” to “appreciate what got done.” It will be a shift for me, but a welcome one. I know there are many days when I cross a ton of items off of my list, and then never remember all that I got done that day or week. Maybe we should all start “To-Do” and then move items to “Done” (whether you are old school and have paper lists, or via an app).

Here is to enjoying what got DONE!

Most important thing today?

Posted by random olio

You are bombarded with items on your to-do list. Some are large-scale projects, some have longer time lines than others, and then you have all those pesky little details you have to track. Call ____ back, email ____, follow-up on ____. There are days when my to-do list is mind-boggling, and there is not enough time in the day to get through the list. How do I coordinate and prioritize what I need to do each day?

First, I am old school. I still work with a notebook. My phone, pen, and notebook are always with me when at work. My phone keeps me up-to-date on emails, texts, and phone calls during the day and alerts me if any priorities have to shift. I might not have time to respond or handle a request, but based on the individual and the urgency of the need, I can still respond quickly (during a lull in a meeting or while walking to my next meeting) and let the individual(s) know when they can expect a response from me. My notebook keeps me on target with what I need to get done. I should also own stock in Post-Its. On the front of my notebook there is a Post-It, and sometimes there are many Post-Its. Anything that makes it to the front of my notebook means it has been escalated to: “needs to happen today or this week.” Somehow this process works for me. Yes, I go through quite a few Post-Its, but I find that colorful, visible reminders help me tackle what needs to happen each day. My iPhone is great, but it does not yell at me in the same way.

So when I read the article: “Why You Need a Daily Prioritization Meeting” from 99u.com, I thought this list could help me and wanted to share in case it helps in your daily prioritization:

“1. Do I really have to do this now?

2. If so, is it “The Most Important Thing?”

3. If not, where does it fit relative to the other tasks?

4. Is someone waiting on me for this?

5. If so, when do they need it?

6. Does working/not working on this now have long-term consequences that I’m missing?”

I thought these were great questions that can be asked each day (and throughout the day). Sometimes there are so many items on my to-do list that I just want to be able to cross them off so I do not have to look at them anymore. Other times I want to focus on getting all the little things done so I can feel like I can focus on the larger projects and not have to think about the nitty-gritty.

What do you do to help prioritize your day?

Savor every conversation bite

Posted by random olio

I am always late. I could barely get out the door in the morning if Chris did not say: “I have your bag, phone, etc.” and “We need to leave in 5 minutes” in order to get to his or my first meeting. I do not remember always being late as a kid or even the first few years of my professional life. (Maybe someone from my past can tell me if they remember otherwise). I think I know why I am late for a few reasons. What I do not know is how to redirect myself so I am on time.

Feeling rushed for me in the morning is because there is always one more thing I can do. Respond to another email, or text, or just one more turn of Words with Friends. It might be because I feel uncomfortable and decide to change my outfit at the last possible minute, or I am having a bad hair day and it is taking just a bit longer to tame the mane. So you can see that there are a lot of competing priorities that make it challenging for me to leave the house!

I also have back-to-back meetings on many days of the week, and when one goes over it often creates a domino effect for the rest of my day. However, sometimes one meeting goes over because I am engrossed in a conversation with someone, I am focused on the issue at hand, and want to continue to listen. So does that make it bad for me to be late? Over the holiday I finished reading “Bittersweet” by Shauna Niequist, and while I jotted down quite a few quotes I would love to share, this one is so me:

“I want to really notice each meal, each bite, each conversation, instead of shoving food in my mouth, running out the door, promising someone we’ll connect again soon. I can always tell I’m on thin ice when my list of promises becomes way too long. I have so many intentions and plans, but I lose the ability to listen, to stay, to connect. I’ve been more ravenous and gluttonous than I’m proud of. Less is more is a great idea, but you wouldn’t know that from my calendar.” Page 168

I often have too much on my to-do list, eat lunch while working at my desk, and end up sucking the life out of my day. My first desire to is to be present with the other individual(s), listen to the topic, and find solutions or next steps, but as Niequist says are we really savoring each bite and each comment in our conversations? Is being late bad? Or do we need to shrink our to-do lists, do less and be more?

What do you think?

Any.do is it for you?

Posted by random olio

My new favorite app: Any.do. Thank you to a colleague that share this app with me! Yes, I am a dork and love the app that keeps me organized. At the moment I have two apps that keep me organized. The one I have had longer is Wunderlist. I use it for those long-term lists. For example: I keep a list of restaurants we want to venture to at some point. When I learn of a new one, or receive a recommendation for one, I add it to my Wunderlist Restaurant list. I have another list for movies I want to see, and television shoes I want to catch up on.

For the day-to-day items I use Any.do to keep me on track. Here are a few reasons why I love Any.do:

I can schedule reminders to pop-up on my phone and remind me that I need to complete the task.
Any.do syncs with my iPhone calendar. If I turn the phone into landscape mode, I can see my tasks connected with my calendar.
I can make a note to call someone with Any.do and then when it is time to make my call, I can call right within Any.do.
If I would like to add something to my to-do list in Any.do, I can speak my to-do item via the “audio” function on their to-do list.
At 10 a.m. each morning I get a notification on my iPhone that it is time to plan my day. A nice reminder to think about what needs to be done.
I can move to-do items to a later day just by dragging the item.
Chris and I can share an account, so I can add items to the list specific for Chris when he opens the app on his iPhone (and vice versa for me).
There is an extension for Chrome, so you can use it on your computer and iPhone (I have yet to use the Chrome functionality yet).

Both Any.do and Wunderlist keep me organized in different ways. What iPhone apps do you use to keep you organized? #keepmeposted