Taming the Alligators

Remember the saying: "When you're knee-deep in alligators, sometimes you forget that the prime objective was to drain the swamp!"

When our goal is to accomplish important projects that will move our business forward, those alligators are the paper clutter, calls, emails, and ideas swimming through our businesses (and heads).

All those little alligators become a huge distraction.

What happened to all your important projects? You know, the things you were inspired about once, like creating a web site, writing a regular ezine, getting involved in the chamber and going after new clients in your targeted industry.

After awhile it becomes all about catching up, trying to stay on top of things and handling emergencies. If we do a lot of this stuff in a day, we call it productivity. But we don't feel productive.

Taming the alligators

Last week I introduced you to Elizabeth Hagen and her "Control Center" that enables you to tame all those alligators that are overwhelming you and killing your productivity.

I've now used the system for a full week and I'd like to give you my "report from the field." Does it work? What difference has it made? Am I really managing all the clutter? And most importantly, am I more productive?

The first breakthrough came for me when I totally cleared my desk. I threw a ton of stuff away or filed it where I could easily find it. That was a relief, but just a start.

Next, I set up my "tickler system" (in the Command Center) that allowed me to file action items, ideas, promises and projects under the day I actually planned to work on them.

The unintended result was that I started to generate more ideas!

I had so many ideas floating around in my head that I didn't know where to put them. Usually, I'd jot these ideas down on a legal pad and promptly forget about them.

This week, I wrote them down on 4" X 6" cards (you'll want to buy a big stack of these) and jotted down all my ideas as they came up. Then I went to my Control Center and filed the cards where I could find them quickly - often in the tickler file for action later that week.

Now came the moment of truth.

Every day I pulled out a stack of cards, papers, and notes from my file. These were the possibilities for the day. Of course, it was never two or three things (more like a dozen plus).

Every morning I used to sit down at my desk and get started with whatever alligator was biting the hardest. Not anymore. Now I sort the alligators. I prioritize them. I might handle an easy one or two right away or move some to later in the week.

In just a few minutes, I have my priorities sorted from most to least important; then I focus on doing one thing at time. Elizabeth says we must wage a war against multi-tasking by replacing this old habit with the habit of focus.

Like any new habit, it gets easier the more you do it.

I'm now working on five major projects, managing an endless stream of emails, and taming the alligators one at a time. My desk is clear; my mind is calm; and the most important projects are moving forward one step at a time.

As my business grows, it's unrealistic to expect that there will be fewer alligators to deal with. There will inevitably be more; now I have a system to handle them.

For details on the "Get Organized, On Track and Unstuck" program, go tho this link:

www.actionplan.com/tc/tc_getorganized.html

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The More Clients Bottom Line: Getting Organized and using the Command Center won't make much of a difference unless you use it every day. The good new is that it's so much better than the stacks of paper, chaotic email and unfinished projects, that using the system is an easy choice to make.

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Have you gotten yourself organized this past week? What were your results? Please share on the More Clients Blog.

Comments

[Andrea J. Stenberg]

Robert,
I purchased your teleclass Get Organized, Get on Track and Get Unstuck and listened to it twice. I then proceeded to set up my "command center".

While I'm not fully organized yet, I can't believe how easy and fast it is when I follow Elizabeth's suggestions. I really think the command center will be the way for me to go from being sort of in control of my day to having a complete handle on everything, with nothing falling between the cracks.

Thanks for another great teleclass.

Andrea

[Richard Groom]

Thius is important stuff: years ago I learned a system for keeping a clutter-free desk and Outlook in-box. (The very first time you read an email or piece of paper it is either binned, actioned or filed BUT at the same time making a diary note to make sure it is actioned at the right time.)

HOWEVER like Robert I always seem to have too many projects on the go at once. I like the index cards idea. I am trying another approach though: keeping notes on ALL my projects in one of those indexed note books with subject dividers. Every day I flick through it and pick off a couple of actions. Seems to be working so far.

[Marcie Lovett]

As a professional organizer, I am heartened to hear that you have implemented a system and that you are sticking with it. Because it takes at least 21 days to develop a new habit, anyone who attempts a new system like this should give it some time to become automatic. Getting your environment organized makes a huge difference in productivity.

[Alexander Morentin]

Robert,
I just started using the program a couple of days ago. I have been able to clear the clutter in both my home office and my living room. I had paper everywhere. The funny thing is - I didn't even need most of it. About 70% of all of those papers ended up in the trash. I still need to work on some of my files and then its on to my emails.
All in all, I feel a huge sense of relief and have the confidence that I am back in control of my business and my life.
www.AlexanderMorentin.com

[Shama Hyder]

Robert-That information on organizing was very useful. I have also implemented the sorting system, and created files in outlook to support it. Works like a charm!