27 Oct 2021 by Leave a Comment

How to use the one-minute rule at work

We’ve spoken before about the one-minute rule. We also talked about ways to use this rule at home.

What about at work?

Here’s how you can use the one-minute rule…

with your emails

  • if you’ve opened and read the email, and don’t need to refer back to it, delete it 🙂
  • if you need to delegate, forward it so that other people can work on it while you go through the rest of your inbox
  • decide there and then on your next action step and quickly type into the beginning of the subject line READ/ MEETING/ TALK TO ___ so that when you’re ready to work, you know exactly what to do next

in meetings

I like to write my meeting notes on the top 70 – 80% of the page and leave the bottom section for actions, OR sometimes there’s so much being said, I just write notes and later as we summarise, I allocate actions and I write the initials of the person in the margin. Now for the rule…

  • do your quick actions in one-minute bites immediately after a meeting
  • many actions are multi-step actions but you can always do the very first step even if that first step is just to allocate a block of time to work through the actions (“actions from XYZ meeting”)

with daily or weekly planning

  • if you’re a daily planner, start the next day’s to-do list page and keep it ready
  • as things pop up, add them to your list so you don’t have to keep it in your head or on random sticky notes in your notebook
  • the same principle works for weekly planning but since I don’t know if I need two more pages to close off the week or eight, I use a long post-it note for next week’s actions. When I’m then ready to make my actual weekly list, I have all my priorities in one place.

How do you already use the one-minute rule at work? Can you think of where you could use it?

Filed Under: 31 days of enough time, Four Tendencies, Goals, I love stationery, Intentional living, Planning, Time management, Work with Marcia, Workplace Wednesday Tagged With: , ,
10 Mar 2021 by Leave a Comment

{time} What sparks joy with your time?

  • Pretty work notebook (use your nice stuff !)

It’s important to me to regularly take stock so that I remain intentional about the choices I make around how to spend my time.

In Marie Kondo’s book, The Life-Changing Magic of Tidying Up (you can read about the physical aspects of tidying by clicking the button on the sidebar —–>>), she says that once your physical space is tidied, you start thinking through bigger issues in your life.

I found this true for me too as in 2014 I completed my tidying journey and after it was done, I started a new job and in 2015 I had a really transformative personal year, the year of enough.

Once you complete your physical spaces, you’ve trained your mind so you start thinking about each part of your life and whether it still sparks joy.

Today I’d like to talk more about sparking joy with your time.

  • Book club

At Work

Think about the various parts of your workday/ week/ month/ quarter/ year. Which parts spark joy and which don’t?

I remember when I first did this exercise and noted down that there was a part of my job that I hated. When I drilled down and asked why, it was because of the type of client and the type of work I was doing for that client. Now the client wasn’t going anywhere and neither was I, so I had a conversation with this client where we brainstormed how we could change things for the better. Another meeting or two and while things weren’t sparking joy, there was no longer the extreme dread and boredom.

Now let’s talk about sparking joy.

  • I was writing a blog post/ newsletter here

Which parts of your work spark joy? Sometimes we don’t get to do these parts as often as we’d like but if we have the awareness, we can start to create time to do more of what brings us joy.

I identified that for me, I need to feel like I’m contributing by being creative with products, solutions, etc. but not by myself, in collaboration with my clients. A good day will have at least one such interaction so I try and arrange my week so I have multiple days of collaborating with clients because those sessions energise me most.

Over to you.

What sparks joy for you at work? What drains you at work? How can you add more of the first and reduce the second?

In your personal life

What sparks joy with your personal time?

I’ve heard from so many people during the pandemic that they will not be automatically signing up their kids to so many activities once life returns to normal. It turns out that rushing from one activity to the next on the weekend does not spark joy.

Does it spark joy for you to spend time with family? Or connecting with friends? Does it spark joy for you to be in service to others, like serving at a soup kitchen or volunteering at an orphanage?

  • Project Life

And what about time by yourself? Does it spark joy for you to do hobbies when you’re by yourself, to journal, to spend time in nature, to clean or organise, or to exercise?

I’ve shared many times that the perfect ratio of personal time for me is out and about (by myself doing Zumba, spending time with friends or family, or running a few errands), getting stuff done (cooking, organising, cleaning or pottering) and relaxing (reading, playing with my photos and very rarely, watching a show for an hour). When my time is too full of one section, I feel frustrated but the perfect weekend is a blend of all three.

What sparks joy for you with your personal time? I’d love to hear in the comments!

Filed Under: 31 days of enough time, Goals, Intentional living, Konmari, Mindset, Personal, Planning, Reading, Time management, Work with Marcia, Workplace Wednesday Tagged With: , , , , , , , , ,
6 Jan 2021 by Leave a Comment

{mindset} Back to working at the office

This post was first published on 18 November 2020 but I forgot to tell anyone that it was here so I’m republishing. South Africa has been moved back down to level 3 from 28 Dec 2020 as our Covid-19 numbers worsened dramatically with the second wave.

In South Africa we’re now on level 1 (we have been for a while) and some companies who were working from home are now returning to the office.

Mine is one of them. We are back two days a week which seems like a lovely easy way to return to the before way of life.

However, I’ve been amazed at how many decisions I have to make on the days I work at the office or in preparation for working at the office. Nothing is straightforward as it was before – I take my own water bottle, don’t drink tea or coffee there, and I take all my own food.

We are hotdesking so I also take my own sanitiser for my desk because, let’s face it, I never trust other people to clean things properly.

In an effort to minimise the number of things I have to carry around and therefore sanitise, I no longer use a separate laptop bag. I had a laptop replaced in July and the new one is smaller so I use a laptop sleeve, a pencil bag for my mouse, headphones and charger, and this all fits in my handbag. I therefore carry my handbag and another tote with lunch bag, water bottle and sanitiser. And, of course, a comfortable mask.

Pros of working at the office

  1. Aircon in summer
  2. I listen to an audiobook there and back (that’s about 3 hours of listening every week)
  3. My car gets a good run (I had the battery run flat about 6 times during lockdown because I live too close to where I shop and they told me 5 km of driving every week is not enough to keep a battery going)
  4. There is a lovely clear boundary for the end of my workday as we have to be out of the building by 5pm.

Cons of working at the office

  1. Anxiety about anyone coming near me (see trust issues above! Also, I’m an upholder and so many people don’t follow the rules)
  2. Much lower productivity at the office (this was never perfect pre-Covid but it’s exacerbated with all the handwashing, mask-wearing, and so on)

Settling into a good work from office routine was one of my goals for November because we also moved offices, so there are slightly new routes to figure out as well as all the Covid-19 safety protocols to navigate.

Are you back in the office yet? Have you found your groove? How long did it take you to settle in?

If you’re feeling ambivalent about going to work at the office, maybe make a pros and cons list or definitely save some treats just for the office (special coffees, biscuits, etc.)

Filed Under: Covid-19, Four Tendencies, Goals, Intentional living, Mindset, Personal, Planning, Workplace Wednesday Tagged With: , , ,
29 Jul 2020 by 4 Comments

{mindset} So many pandemic changes – part 2

We started talking about all the changes that we need to consider due to the pandemic last week. Read part 1 here.

And a huge disclaimer – I know that we are fortunate that our jobs have been secure thus far. If your income has been affected, I’m sorry – that completely sucks.

5. House/ external environment

I’ve told myself, since we’re not travelling, we might as well spend some of that money on our house so that we’re as comfortable and happy here as we can be.

To that end, I’ve had a handyman in to fix 6 little things, a plumber came to sort out some minor annoyances before they become big things, my garden is looking good for now (Jhb has no winter rainfall so the garden is decent) and my house is fairly deep-cleaned as my domestic worker is back for 40% of our pre-covid arrangement, which is actually why I can blog and am not cleaning!

We sealed some windows and had carpets replaced (two years later than I planned!) and now I just need a painter to come and paint my downstairs and I think we’ll be good for a while again.

More importantly than projects, we’ve moved things around in the house so that the entire space works better for this new C19 life. That couch on the left is no longer there – I needed it there for the workshops but since those are no longer happening, we’ve moved it upstairs to the pyjama lounge so the kids can relax near us while we’re working.

Zumba in my study

6. Exercising

In the beginning of the lockdown, exercise was a substitute as we waited for “things to return to normal”. Now that we realise this is how it’s going to be for a long time, and things are not going to return to normal for a long, long time, and we’re working from home so are far more sedentary, I have personally realised that I need to either get happy about my methods of exercise, or change them.

Zumba has been keeping me sane, I’ve found I really do not like ballet via Zoom though (I really do go for the whole sensory experience) and I love going for a walk to clear my head some evenings after work, especially now during autumn and winter. I’m under no illusion that when it gets too hot in Jhb, I’ll hate walking again and may have to do more Zumba classes, or maybe ballet will start looking exciting again 😉

thank goodness for kindle books and scribd

7. Spending

Oh, this is a big one. I’ve had a couple of discussions on Instagram because I’m honestly fascinated by all these people who are saving money.

Yes, we’re not spending as much on petrol but our food has increased so, so much with all of us here all the time, snacking, eating, treating ourselves with food and the occasional takeaway.

We’ve had to upgrade our internet and with that comes an increased monthly expense – the speeds are not sufficient with two people working full-time, in meetings, and two children trying to also access the internet for their schooling.

I’m going to deal with clothes properly in a separate post but is there a need to buy clothes any more? I have to probably keep four work outfits for summer and four for winter, and even that is plenty. I have bought some clothes during the last four months – a sports bra, slippers and socks, so I clearly have enough clothes.

So what am I spending some money on? Scribd, Zumba, books and some toiletries.

Our repo rate (the rate that the banks loan money to people for houses) has dropped a number of times since lockdown to aid the economy. I’ve been sensible and increased our bond payments every time. I let the actual payment the bank requires go off on the 1st of the month, and then we pay in extra on the 14th. Let’s face it – things could change any day and it would be good to have a bit cushioned away for an emergency.

This photo was taken in February, and I’m so glad we made time to get together when we had the chance.

8. Socials

I would almost always rather meet up in person than spend time on a call, but calls and Teams/ Zoom meetings have been a delightful way to connect with my friends.

I do have some concern for some of my friendships because I’ll be honest – it does feel rather like I’m stoking an awful lot of friendship fires these days.

Even our bookclub has taken a knock – the nice thing about not everyone pitching is that you can really connect better with the ones who are there (and this is what I tell myself). The bad thing is it is an anchor during the month to connect with many friends at one time and if those friends don’t pitch, I don’t always have the time or inclination (or, enneagram 1!) feel like it’s my job anymore to always be the gatherer. I’m not sure if anyone can relate?

Tell me, how has the pandemic affected these four areas of your life?

Filed Under: Covid-19, Four Tendencies, Goals, Intentional living, Mindset, Money and finances, Outer order inner calm, Personal, Planning, Reading, Time management, Work with Marcia, Workplace Wednesday Tagged With: , ,
22 Jul 2020 by 1 Comment

{time} So many pandemic changes – part 1

I first started thinking about permanent pandemic changes when we had a meeting at work and our boss said that even when “all this is over”, we will only be required to come into the office once every two weeks.

(not wonderful news for an extrovert but I can decide and create my own amount of connection with other people, so not entirely a big deal)

A few weeks later in another virtual meeting, a colleague announced that she’d bought a second computer monitor to ease her work from home environment.

And then, on Instagram, a fellow organising friend said that they’d caved in and bought her husband a proper desk for the corner of the bedroom instead of making do with a dresser.

There are many thoughts that I have on this (I quickly jotted down 8 main categories) so I’m breaking up this post into two sections.

1. Work

If I’m only going into the office 1 out of every 10 days, as an extrovert, what will I need to do to keep sane? How much people time do I need? How will I connect with clients, colleagues and the greater company?

If you’re an introvert, you might be asking yourself, how do I get enough alone time with a house full of people all the day long? Am I doing what I need for my mental sanity?

2. Routines

Do I have good work from home routines? How will I ensure that I’m taking enough time off for rest and holidays? In pre-covid times, we were used to taking annual leave only to go away on an actual holiday. We all still need rest and relaxation. I write this on a day I’ve taken “annual leave” and I’m sat at the dining room table typing this blog post. I’ve also pottered around the house, listened to a book and podcast (and will do more of the same while I cook later) and supervised people installing new carpet upstairs.

I am going to make actual appointments every day at 5 so that I stop working – Zumba, ballet, friend dates, etc. I’ve also planned out some leave in August and September, and I already can’t wait.

3. Storage

I was tidying my Tupperware cupboards about a week ago and realised I have far too much (for reference, it’s all not real Tupperware, but plastic containers) for someone who is only going to an office once ever two weeks. So I’ve started to slowly let go. I always share my spinach with Nanny S (my family are not fans) and today I told her to put her half in a container and keep the container 🙂 When things don’t fit, I immediately add to the donate pile. This slow and steady approach works for me, or you could also go Marie Kondo with your stuff (I did that 6 years ago).

One of my coaching clients, P, a Questioner – she came to both the 4T and the 5LL workshops last year and started coaching with me soon after that.

4. My workshops and coaching

I’ll admit it – it took me a good month to get my head around not having people in my house but now that I’ve run three virtual workshops, I’m completely there. I had to remind myself that in the old days, I regularly ran teleseminars (the parent of webinars) and loved them.

I do like having a month of workshops and then a break, and then another month and then a break, both in terms of preparation and Zoom payments.

I’ve always had a mostly virtual coaching practice so there’s been no change at all. If you’ve thought of coaching with me before, a low-cost, low-risk way to see if we’d be good together is to attend a workshop with me first.

My question to you is this: have you considered all the ways your life is changing and started to adapt to the changes? Let me know how, if at all, you’ve made changes in the above categories.

Filed Under: 31 days of enough time, Covid-19, Decluttering, Four Tendencies, Goals, Intentional living, Konmari, Mindset, Personal, Planning, Time management, Work with Marcia, Workplace Wednesday Tagged With: , ,
25 Mar 2020 by 1 Comment

{Covid-19} Let’s be intentional about our at-home time

Let’s quickly talk about being intentional while the threat of Covid-19 continues. When I use the word intentional, I don’t mean productive unless that is what you want to be intentional about. The last thing I want to do is put you under pressure; I want to give you grace and a few tools to take this one day or week at a time.

While I’m a girl who loves a plan and to know what’s happening, I’ve decided to take it all one week at a time. It’s how I plan anyway and I’m reminding myself things change in an instant. I’m making a Three Things To Do Today list and that’s it. My three things usually have something physical/ creative, something productive and something connecting.

What would your Three Things list have on it?

Mentally

  • If you’re feeling anxious, stop and ask yourself, “what will make me feel less anxious?” If it’s something you can do something about, do it. Otherwise, severely restrict your social media and news time. I’m not an anxious person by nature and even I started feeling a tinge of anxiety, so I’ve been reducing my social media time.
  • Fill your head with affirmations (write them out on an index or Project Life card), encouraging podcasts and things that make you happy. Jennie Allen has a great book out (how timely!) called Get out of your head. I started the Bible plan a few days ago and so far, great!

Physically

  • If you’re working from home, make sure you keep specific work hours, and stick to those hours. It’s so easy to work all the time and because you’re naturally going to let your home things bleed into work time, you may feel guilty. Don’t do this. Work hard during work time, and then switch off (yes, use a reminder on your phone!). If you want, track your work time so that there’s no guilt about switching off when your day is over. This is an excellent tool for obligers especially, but will also work for upholders and questioners.
  • Get outside in nature and go for a walk or run. Find a form of exercise because when you get moving, you’ll feel better. There are plenty of free things on the internet these days; one of my favourite ballerinas, Isabella Boylston, is doing ballet from her apartment. A yoga teacher I know is doing virtual yoga classes. All of these are win-win; exercise for you, and you’re supporting a small business/ Dancers Emergency Fund.
  • Get plenty of sleep. I know it’s hard but some easy sleep hygiene is to get off your phone early in the evening, read a relaxing (physical) book and stop drinking caffeine at lunch time.

Organising projects

  • A fellow twin mom, a little ahead of me in the game, shared on her Instagram how their family is going to play all the board games they own while they’re quarantined. They will then decide to declutter the games they no longer like. I think this is an excellent idea, don’t you?
  • You know all those things you wrote on your list at the beginning of the year? If they still matter to you, now is an excellent time to tackle them. Involve the kids! This book might help! Print out the list 4 “things I could do in 2020” so there’s no pressure on you, and see how you go. I love to hear feedback – let me know and tag me if you’re on Instagram.
  • Download your customised Tendency to-do list here

What are the things that you’ve found to work well for you?

Filed Under: 31 days of enough time, Covid-19, Decluttering, Four Tendencies, Freebies, Goals, Intentional living, Konmari, Mindset, Personal, Planning, Reading, Sleep, Time management, Workplace Wednesday Tagged With: ,
13 Nov 2019 by 5 Comments

{time} Let’s talk about morning routines… and a peek into my own

Let’s start by talking about my morning routine and then we’ll talk about what you might want in a morning routine.

Sunrise

Why should we even have a morning routine?

A morning routine sets you up for the day ahead to ensure a successful day. Depending on your day, your morning routine might vary but I’d suggest that you’d need clothes, food and stuff for the day as the three components, no matter what you have on the agenda.

But let’s talk about my morning routine:

Work at office days

I wake up, shower, dress, grab my things and travel to work 🙂

Work from home day

This one is a little slower, by design.

I wake, play on my phone, read, and then shower, dress and go to work which is about 15 steps from my bedroom.

Work life

Weekend days

Saturdays – I roll out of bed, put on my gym clothes, brush my teeth and put on lipstick (always with the lipstick!), and go to gym.

Sundays – look exactly the same as the work at office days, except… I go to church

You’ll notice that there’s very little I do in the morning and that is very intentional; it’s because I’m not a morning person so I set up my life such that I don’t have to think very much in the morning.

If I had my way, no one would even talk to me much before 9 am.

I can do this because all my preparation happens in the evening.

work prep

What might you include in your morning routine?

  • Choosing clothes for yourself and your kids (your husband can choose his own clothes!)
  • Making lunch for yourself if you work outside the home (this might even be a good idea if you work from home so you eat a planned meal and don’t just grab something when you’re hungry)
  • Setting out anything that has to go with you (running errands on the way to or from work)
  • Setting out gym bag (if you exercise on the way to or from work)
  • Popping food in the slow cooker or defrosting meat

What is included in your morning routine that I haven’t even considered? Do you have a minimal routine like me because you’re also not a morning person?

Filed Under: Four Tendencies, Intentional living, Menu Planning, Organising, Outer order inner calm, Personal, Planning, Time management, Workplace Wednesday Tagged With: ,
19 Jun 2019 by 2 Comments

My 5 best work hacks

Interestingly, I made a note in my bullet journal to write this post after hearing some work hacks on a podcast.

Of course, I thought that, as a full-time working mother, I should also talk about my own work hacks.

So here we go with mine, and I’d love to know about your own work hacks too.

  1. I hold fast to my end-of-work-week routines

I wrote a whole post about this year. If you haven’t read that post, give it a read – I’ve been following that new work routine for more than 18 months, and it’s honestly, changed my work life.

2. I make a daily to-do list (also known as my Eat the Frog list)

This is linked to number 1, but not quite. I started a day recently with 3 meetings and only got back to my desk after lunch. I realised towards the end of the day that I was feeling unproductive. Do you know why? I ended up working in my inbox instead of on my to-do list.

3. I reply to emails straight after reading if I can, and then file/ delete immediately

This is one of my best hacks. It’s like the one-minute rule, but for your inbox. When you’re in email process mode (in other words, dedicated email time), read and answer, and then file or delete (I have always been in love with the delete button). Not all emails can get done quickly but if they can be attended to quickly, do so.

4. I make an agenda for meetings and circulate beforehand (preferably in the meeting invite notes), and I send out action points afterwards

It’s always useful to know why you’re attending a meeting and what you want to get out of it. Linked to that point, I try to make the meeting shorter rather than longer, and if I know a meeting is likely to run over due to chit-chat, I schedule it before another hard-start one, so I have a legit excuse to leave.

5. As far as possible, schedule days for deep work and days for meetings

I currently have the option to work from home occasionally and I protect that time for deep work. I probably get done on a work-from-home day what I get done on two days at the office.

It does mean that when I’m in the office, I usually have many, many hours of meetings, but I find that I’m more productive on a weekly basis than having meetings scattered on every day during the week.

I’d love to know what your best work hacks are so I can also add some tips to my arsenal 🙂

Do leave your comments, big or small, I want to hear them all.

 

Filed Under: Four Tendencies, Goals, Intentional living, Outer order inner calm, Planning, Time management, Work with Marcia, Workplace Wednesday Tagged With: , ,
20 Mar 2019 by 2 Comments

My end-of-workweek routines

My end-of-work-week routine is encouraging, motivating, intentional and lets me completely unwind every week.

Interested? Keep reading.

I’ve been doing this same routine for about 18 months now and it’s probably one of the best things I’ve ever done for myself.

  1. Make a ta-da list for the week that’s just ended

I first heard of the concept of the Ta Da list on the Happier with Gretchen Rubin podcast. I tried it that week, it was fabulous but it took me a few weeks to make it a habit.

I have a job with lots of constantly moving parts which can make it feel like nothing is ever done. As a high J on Myers Briggs, I love the feeling of completion.

Writing this list makes me feel accomplished because I’m focussing on what did get done instead of what’s still up in the air.

2. Write down my goals for the week


This part helps me be intentional about what I want to get done in the week ahead.

We all know that you can get swept away by all the emails and requests from other people. This is not wrong; however, as an upholder, I also want to accomplish things that I decide are important.

Writing down goals for the week helps me keep the big picture in mind and keep moving on those important, but not necessarily urgent things. In time management literature, it’s the Quadrant 2 items.

3. Write Monday’s to-do list

Remember the Eat the Frog list?

This is typically a shorter list than my weekly goals because I’m focussing on the things that have to get done on that Monday.

I like to write this list after I’ve consulted my calendar for the day so that I can also prepare for any upcoming meetings.

The best thing about this list is that once I make it, I can completely unwind over the weekend and forget about work, knowing that I know exactly what I need to do once I flip open my notebook.

Which weekly systems have you put in place to help you with your work?

Filed Under: Personal, Planning, Time management, Work with Marcia, Workplace Wednesday Tagged With: , , , , , ,
14 Jun 2018 by 4 Comments

A small thing that made all the difference

A few months ago, to my utter surprise, I finished ALL my weekly goals and got my daily to-dos done without much striving.

Do you know what the difference was?

I worked from home 3 times that week and left my diary and goals notebook open on my desk all the time.

How is that a big deal, you ask?

I agree!

I didn’t think it was a big deal either but clearly it is.

Seeing my goals and to-dos visible on a daily basis without having to open notebooks and take them from my bag or box on my other desk made the difference.

I generally pack up and clear everything all the time which means I’m not reminded unless I consciously open the notebook and look at the page.

The reason I don’t do it all the time is that our nanny is in and out of my study, and when Dion works from home, he lets the kids into the study (I don’t let them play in here – this is a workspace).

I’ve since thought of a solution. I can simply ask the nanny to sweep and mop on one day every week and not go into the study on the other days.

That way, I can leave my stuff open and visible without privacy concerns.

I shared this story with you because you may not be getting to your goals just because you’re forgetting them.

A tech-y way to do the same is to take a picture and save it as your lock screen on your phone. Change this every week/ month. Or type into your notes and save the notes screenshot as your lock screen.

There are ways to keep our goals visible and front-of-mind; we just have to be a bit intentional.

Has this helped give you ideas?

How do you remember your weekly goals?



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Filed Under: Decluttering, Goals, I love stationery, Intentional living, Personal, Planning, Time management, Workplace Wednesday Tagged With: , , ,
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