3 things I do that help my productivity

I adored reading this blog post from Ramit Sethi. It’s one of my favourite blog posts of all time.

One of the main things that were insightful for me is that fundamentals are first, second is psychology and third are the details. Most people focus on the details when they actually need to start focussing on fundamentals.

Fundamentals are things like sleeping enough, psychology is being able to say no or set good boundaries, and the details are what type of notebook or app or calendaring system I use to plan my life.

In that post he actually says that we need to focus on those details only 10% of the time and I had an aha moment or two.

Because seeing the % split like that puts things in perspective, and also I’ve been subconsciously focussing on a lot of it already.

I thought it would be fun to share 1 thing in each of those areas that I do, and then you can share your things too.

Fundamentals

What I do: I sleep an average of 7 hrs 30 a night. You all know I diligently track my sleep because when I stop measuring, it all goes off track.

In this category we also have environment, soul care and exercise, in addition to managing your stress.

Psychology

What I do: I have very good boundaries and I know when to say yes and no.

Also in this category is knowing if you’re a time optimist or realist, and unplugging from social media when it starts being detrimental for you.

Those top two areas aren’t very exciting but they’re so very necessary.

Details

Well, you know I’m doing a hybrid this year of my bullet journal and my shining year planner. And then I added a gorgeous purple moleskine. My favourite pens are both Pentel energel and Pilot G2. Lately my absolute, super favourite pen is my metallic violet Pilot G2, which you have seen in almost all my instagram posts the last month or two 🙂

Over to you!

What do you think about the triad of productivity?

What are the things you do in each of those three areas? Very curious minds would love to know!

First published 21 Aug 2017

It all started with a facecloth (more about my latest project)

If you’ve hung around here for awhile, you know I love a project. I don’t know what it is but I think it’s that I like something with clearly-defined rules, and a very clear start and end date.

Aside from my annual goals (which I’ll review end of March as I checked at the beginning of the month, and nothing could be crossed off yet ;)), #rest22in2022, I am also doing what I call Project Upgrade this year.

Really, it’s Project Upgrade, Fix or Declutter. Let me explain.

I’m an under buyer with most things in life so I will use things until they’re completely done. I do declutter regularly as I am very partial to the one in, one out rule, but I very rarely upgrade things just because. And I’ve been thinking that I need to do that; I don’t have to be the only one to use up things.

It all started with a facecloth. I went to Cape Town on the 30 November last year and forgot my facecloth at home. The hotel provided me with the softest facecloth ever that is now my “travel facecloth”. After I’d used this facecloth for 3 days, my current one suddenly felt too rough and I started pondering.

If this exists in one area of my life, where else is it happening?

So I made a quick list and decided to adopt it as my house/ personal project for the year.

Declutter

These are for things need to go but I’m still hanging onto them. Why? (gym pants and gym t-shirts)

Fix

Some things really just need a quick google, a couple of phone calls and arranging a date for the service provider to come and do their magic. E.g. the pool cover that needs replacing, there are some chairs that I’ve wanted reupholstered, and so on. They’re all “fine” but “fine” is not delightful and they can all stand to delight me again.

Upgrade

I batch-cook almost every week but I only have one very big pot, one saucepan the same diameter and a medium pot. I’ve wanted another big pot for months. Why don’t I just go buy it?! I think because it feels like there are so many options and everything comes in sets and I don’t want a set. If you can recommend a good big pot, go ahead – I’m listening!

My plan is to tackle 2 – 3 of these little projects every month, seasonally where possible (pool and windows in autumn once the rains stop).

So far so good. January’s three projects were done successfully and this month, we’ve had an electrician out to sort out the plug points in the lounge, I’ve decluttered and bought nice new kitchen cloths and after visiting 2 – 3 shops, I finally found new gym shoes yesterday.

Of course, I fully expect to have to move things around and delete some because this house is 45 years old and things constantly need fixing or upgrading. But I definitely want to sort out all my personal upgrades.

What do you think? Would a project upgrade, fix or declutter work for you or your home?

How I’ll be setting goals in 2022

Before I tell you about the change, maybe I should tell you how I used to set goals.

I have a number of areas of my life and I’d set goals in each of these areas every month, e.g. family, friends, finances/ home, fun/ play, fitness & health, work, Organising Queen/ coaching, etc.

I think you’ve already worked out the reason I’d end up with at least 30 goals every month. Fine in a pre-pandemic world but it started feeling like it was a lot and I was adding extra pressure to my life.

For this year, that feels too much. It doesn’t feel as fun as it did a few years ago to set 36 goals a month and I LOVE GOALS.

I’m an upholder so I started asking clarifying questions, like what makes sense for me to do, and that’s when I arrived at my answer.

I decided to set goals with my word of the year (delight) and my work word (balance), and then another top two things on my mind for that month. For January, this was home (I mentioned before that we’ve had a few changes) and health (getting back to basics with eating and establishing my exercise routines).

With this pared-down version, I ended up with 20 goals for January and I will get to almost all of them.

I now feel more accomplished (we all need motivation) and inspired, and much more focussed!

A note on the mind map – I love starting any planning with a mind map because it gets me out of my head to just “free flow” and when I’m clear on how I want to move forward, if I want, I can then make a list. These days I just leave my mind map as my goals list.

How are you setting goals for 2022? Have you set goals for February yet?

If you feel like you want to aim for a little something, why don’t you consider using just one or two areas of your life to start.

PS I’m available for four tendencies coaching if you want to understand how to make your tendency work for you this year, both to reach your goals or just to improve your work or personal life. Contact me now.

Weekly reflections 1 and a writing practice

First sunset of the new year!

I really want to get back to enjoying writing and blogging like I used to, so hopefully in addition to “proper” posts, I will also get into the swing of some fun posts like this one.

  1. Happy New Year! We were away from home for New Year’s which was different but also surprisingly relaxing. I did exactly what I do on a normal evening, which is go to bed and read, and fall asleep when I’m tired. I looked at my watch and it was 10:30 🙂
  2. I had a stomach bug when I got back to Joburg that knocked me out for two days. Annoyingly, I kept saying for days afterwards, “it’s so nice to eat food and have it stay down” but it really is good when bodies work how they’re meant to.
  3. Our dance classes are not fully back yet so I had to cobble together a dance class yesterday. On the bright side, I have already booked my classes for the week ahead. Yay!
  4. The minute I was better, I had three long and lovely friend dates – a two-hour chat with a neighbour, a four-hour chat with a friend (we usually meet on her birthday but I was away so said, “I’m taking a rain check because our date is always a highlight during the end-of-year period” and another two and a half hour phone call with yet another friend. As an extrovert, it was glorious!
  5. Our kids are now 12.5. Some of you will remember me doing half birthday celebrations in the old days when they were small. Since there have been no parties for two years, we took them for cake as a half-birthday treat.
  6. I’ve spent some good time in the last week putting away 2021 and refreshing my desk and notebooks for 2022. What does this mean? Putting up new calendars, my “22 for 2022” list and my “rest 22 in 2022” tracker. I also looked through my old bullet journal to see if there were any lists I needed to transfer to my new bullet journal (there were!) and set up my 2022 diary.
  7. The kids are back to school this week and… they did their own sorting out of stationery. I love pretty stationery, of course, but checking 8 ballpoint pens off against a list is something they can do for themselves. I delegated, handed over the labels and wished them well. The only things we had to buy were glue sticks (always glue sticks!) and reams of paper. I can’t promise that I’ll be hands-off with the wrapping of the books in plastic covers but this part felt good.

How was your week?

Weekly planning – should you or shouldn’t you?

I started off with the question in the title because we are all different.

I can definitely say that weekly planning helps me in my life, but I recognise that we all prefer to do things in different ways.

If you’re very happy with your current non-weekly planning process, I’m delighted! However, if you feel like things could work a bit better here and there, then, as I always tell my coaching clients, test it and see. At the most, you’ve had two weeks that were more structured and a learning that the exact way you did it wasn’t optimal for you. But who knows? The opposite is also true – you might love something and never stop doing it (menu planning for me the last 15 years).

If you do decide you want to play with weekly planning, here are some ideas you can try planning:

  • meals (supper, or all meals) for 5 or 7 days – put down some ideas and pick from your list every day
  • exercise days – my gym requires that we book our classes to avoid capacity issues
  • connection time with family and friends
  • personal goals – like reading a book or working on your photos
  • house goals – organising your clothes
  • work/ side hustle projects

Please note all of these are just ideas – the thought of doing all of that might overwhelm you. Don’t let it. Pick what you want and leave the rest.

I know that Laura Vanderkam recommends one goal in three areas every week: work, personal, and relationships.

If you don’t like those three categories, choose your own 😉

Who’s ready to try weekly planning? Which categories are important to you?

Other posts on weekly planning:

{Mindset} Establish your personal policies, or decide once

A few months ago on the Happier with Gretchen Rubin podcast (episode 296 – 21 October 2020), one of the topics was about establishing a personal policy. I loved this podcast episode because it was a reminder to me that

  • I have personal policies
  • I’m happier when I heed them
  • We all have some things we do that make sense to us

It reminded me of the Lazy Genius, Kendra Adachi’s book, The Lazy Genius Way, which I read and loved last year.

One of her principles is to Decide Once.

Decide once is setting a personal policy.

In Lazy Genius language, I decided once that I don’t attend baby showers so it’s an easy decision when I receive an invite to politely decline the invite.

About a month ago, Kendra put up a post inviting people to post how they decide once. The 1744 comments are GOLD. A couple that I love are:

one lady does all phone calls on Thursday mornings only. Genius – you don’t have to have phone dread because you know you’ll take care of things on Thursdays.

another lady changes her contact lenses every time she gets her monthlies so she doesn’t have to remember.

some people have the same gift they give to teachers or for new baby gifts.

The reason I like personal policies is because I love boundaries.

I like people boundaries and I like things boundaries.

Some people boundaries:

  • I don’t attend baby showers. I buy a gift but I hate all the ladies playing silly games (at least that’s how it goes around here).
  • During Covid, I will only meet up with people outside. All book clubs are outside or on Zoom, and when people have come over, we’re outside too.
  • My kids can only have playdates on Friday afternoons. It’s a set time for them so they don’t have to ask continually “can X come over?” They know Friday is the day and arrange their schedules accordingly.

Some things boundaries:

  • If something doesn’t fit in the space, it’s time to declutter until the things fit comfortably again.
  • I decided once what I wanted to save every month, set up an automatic payment and I don’t have to think about it again. When my salary increases, I increase the payment a bit, but that’s the extent of my thinking about money.
  • I have a standard bring-along to a meal if we are invited over to friends. I say, “I’ll bring a chicken” and I bring a rotisserie chicken from a nearby bakery. I also get them to cut it up for me so it’s easy to just arrange on a platter.

Over to you:

Can you name some of your personal policies?

If you honestly don’t have any, where could you incorporate a couple to make your life run more smoothly?

{time} 3 different ways to think about time

Time is so precious. We’ve also all been at different points of the time continuum during the pandemic. Some of us have felt like we have plenty of time to indulge in hobbies; others (me!) are working all the hours just to keep up.

This is not an article on how to create more time but it is meant to provide some food for thought on how you currently are spending your time:

1. What are your top time priorities?

Yes, the answer to this question changes from life stage to life stage and most definitely during the pandemic. My top three priorities have been my own and my family’s health (both physical and mental), managing my work responsibilities and retaining a semblance of myself with things that are fun for me. Included are eating, sleeping, managing stress, and exercising well. I don’t sleep well if I worry too much about work and I’m not in a great space mentally if I don’t also do fun things for me, so they all tie together.

Can you identify your top time priorities?

If we’re not intentional about our time and how we spend it, I promise you others will fill it up with their priorities. Interestingly, these two things are almost never the same. See full caption from Instagram here.


2. Is your time spent in alignment with those priorities?

If you look over your week or month, does your time spent look like you’re prioritising the correct things? It’s okay if it doesn’t currently align, but at least you now have the awareness.

How will you know that things are not aligned? You can’t find anything in your schedule that aligns with your priorities. Maybe you do find your priorities on your schedule but there’s not enough time allocated, e.g. exercise or hobbies or fun? What are you dreaming about at night? That’s also a signal you’re not dealing with things during your waking hours.

Where do you feel out of alignment?


3. Which time statement do you find yourself saying to yourself or others? Consider these two sentence pairs.

a) I have to
…. feels like you have no choice while I get to…. feels like you have made the choice to do it. The second statement is more empowering.

Example: I have to make the kids’ lunches (sounds like a chore) vs I get to make the kids’ lunches (feels to me like an act of service/ love). Another very relevant one during Covid: I have to work late (you have no choice in the matter)  vs I get to work late (I have the luxury of no commute so I can put in an extra hour or two occasionally).

b) I don’t have time feels disempowering while it’s not a priority for me right now feels like a carefully-considered time choice.

I get how the second statement can feel awkward sometimes but it’s kinder than not being honest with yourself and others. Brene Brown says “clear is kind” and it feels very kind to me to say honestly if something isn’t a priority in your life at this time.

How has your thinking changed?

{goals} My quarterly goals update

Gosh, we’re one week out from the end of March which means it’s time to review our quarterly goals and set some new ones.

First , a review in case you missed it earlier on the blog:

Quarterly planning
Monthly planning

What went well for me this quarter?

  1. Exercise – regularly doing Zumba twice weekly and my Barre class started up again mid-Feb
  2. My #read21in2021 is going so well. I just set the timer, pick up my non-fiction book and read. I’ve finished nearly 8 books already this quarter (my goal was 6)
  3. House projects – the bathroom reno, fumigator has been, window cleaners are booked for Monday (this is one of those things that people don’t mention when you buy a house on a hill) and we’ve ordered a canvas for our stairwell. 

What could be improved?

  1. I’m still working on setting better boundaries around work
  2. Need to book next holiday so we have something to look forward to
  3. Friend stuff – I can’t build connections via text or whatsapp. I’m phone burnt out 😮 and need to speak on a real phone or look people in the eyes and not via a screen.

How are your quarterly goals looking?

Why don’t you join me and set aside some time in the next week to jot down some goals for the next quarter?

{work with Marcia} Book your time makeover session now

If one of your goals for 2021 is to get your time sorted, give yourself the gift of a time makeover session.

Use our time together to get ideas and motivation to…

  • break out of overwhelm
  • calm down and get clear on your priorities
  • put an action plan in place to get things back under control
  • practical tips to be more productive (if that’s what you want)
  • challenge your mindset… gently but firmly
  • if you run a business, to maximise your time so you don’t need to work crazy hours

Book a 30- or 60-minute session, whichever best suits your budget. I’ll send you the prep pack and we’ll get your session scheduled.

Read testimonials here and contact me when you’d like to get your session booked.

{planning} 6 important things about monthly planning

Even if you’re not a goal-setter, monthly planning is a good way to start adding some structure to your life.

Why

You can plan your month such that events within your control are spread throughout the weeks.

You can find your optimum busy rhythm.

You can plan things like birthday presents and reserving book club books in advance.

When

I do my monthly planning either on the last day of the month (if I finish my goals review early) or otherwise on the first day of the month. I don’t feel late as I’ve glanced over the first few days to make sure nothing will fall through the cracks.

How

1. Add anchor events first (these are things that are already due to happen)

  1. Birthdays – do you need to buy a present, send a card or arrange to take someone for lunch or supper? Make a note of these action items.
  2. Socials – add in any fixed friend dates you may have, like a monthly book club, family get-togethers with extended family, or a standing tea or lunch with a friend. Do you have any action items you need to make a note of? E.g. do you need to buy the book club book or borrow it from the library?
  3. Any other anchor events – work meetings that might bleed into personal time, etc. I add my coaching client appointments here. Pre-covid, this is when I’d add all my business travel too as it would mean I’d need to get to bed early for early flights the next day.

2. Add in all the want-tos

  1. Exercise – if you’re a daily exerciser, this might be useless step but most people aren’t daily exercisers and need to plan out of the house time with spouses.
  2. Courses, workshops –it’s easy to schedule if it’s a once-off session. But what if it’s a self-paced course like my Discover Yourself course? When I sign up to an online course or workshop, I schedule time every week to make progress otherwise it’ll never get done. If you’ve purchased a course, have you actually done it? You might need to block out time once a week for an hour or two to work through the content.
  3. Catch-ups with friends – these are non-monthly standing appointments but you would like to arrange this time together.

3. Evaluate and answer these questions honestly

(you might not have a true idea when you first start but you’ll get better as you go along)

  1. Do your weeks look too busy?
  2. Are there some of those want-to items that would do better for you to move to another week instead?

4. Review your goals and add what you can to your non-busy weeks

Skip if you haven’t set any goals BUT I call goals anything you want to get done.

I set goals in 7 categories and for the purposes of this post, I’ll share the three goals I set in the Finance/ House category for March.

  1. Fumigator
  2. Make waterproofing decisions (the quote is way too much but I asked them to break down all the work into the 3 areas so we can do it in stages)
  3. Send canvas pic to my printer

My style is to put all 3 of these onto a house list and do the research and send out the emails all on one evening. An ideal evening would be after a vigorous exercise session like Zumba since I’ll be too tired to do anything else.

I should also write every week for my blog/ newsletter or if I’m creating a course. I usually have a night for writing every week and I like to couple that with something else computer-y like updating my budget or editing photos, etc.

5. Maintain and evaluate as you go through the month

As the weeks pass, notice how you feel at the end of each week.

Was the week too busy even though you thought it might be doable?

6. Speaking of energy…

I don’t like more than two evenings out (even if it’s at the gym) during the work week but I don’t feel it that much if those evenings are spread out – like a Monday and a Thursday. This is something I noticed while evaluating my weeks. I also don’t mind a Barre and Zumba class one night after the other, but I wouldn’t like two Zumba classes on subsequent evenings (too heavy on my body), or two coaching evenings in a row.

Do you need to change the order in which you plan according to your energy?

Do you do monthly planning? Is there anything else you add that helps you?

I work with clients in 30- or 60-minute time management sessions and show them how to translate their goals to quarterly, monthly and weekly action steps. We talk about the best method to get things done for their own personality type – there is “no once size fits all” approach. Send me an email and let’s schedule your session.

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