How Does Your To Do List Compare To Your What’s Done List?

How often do you review your To Do List, sigh and experience feelings of
overwhelm? If you’re like most of us, this probably happens on a regular
basis. But what about your What’s Done List? How often do you review it?
Or do you even have one?

We all know that perception is everything and if we focus our attention on
what’s done (perceived as positive) instead of what we have to do (perceived
as negative) it can boost our confidence and inspire us.
Here are 3 easy ways you can boost your confidence:

1. If you maintain your To Do List electronically, in Word for example,
create a new column where you can cut and paste or drag and drop
completed items from your To Do List into your What’s Done List.
Compile for one month, date and print your page. 3-hole punch and file
it in your Success Binder (or duotang).

2. If you don’t have a formal To Do List you can still recognize your
successes by documenting each one on a note card. Keep one card per
week and accumulate over the course of a year. Make sure each card is
dated for the current week and add one line for each new accomplishment
that week. File your cards in your Success (recipe) Box.

3. If you use a white board, it’s a great way to view your accomplishments
up front and centre. Erase each completed task from your To Do List and
transpose it to your What’s Done List. Take a digital photo weekly to
document and file in your Success (photo) Album.

Compile your What’s Done Lists over the course of a year and review
regularly. Whatever method you use, I suggest reviewing your What’s Done
Lists weekly and you’ll be amazed at how much you’re accomplishing. For
instance, Friday or Monday prior to planning your next week of To Do’s, take
some time to review and celebrate your successes.

Your What’s Done List can also serve another purpose. By tracking all the
small steps that add up to the completion of one larger task, you have just
created a process. Document this process for your future use or for a
Virtual Assistant to follow if you decide to outsource this task later on.

Yes, it feels great to cross things off a To Do List but it feels even better
to recognize a growing list of What’s Done. Honour where you are now as
opposed to where you want to be. It won’t be long before your To Do List is
nothing compared to your What’s Done List.

5 Simple Steps To Creating A Customized Schedule That Works For You

September is about new beginnings – back to school, back to work and new routines. In North America, September always seems to be the unofficial new year. As we leave behind the fun and frolic of summer and refocus on our businesses, it’s likely time to revise our schedules as well. So here’s to fresh starts as we talk about how to set up a weekly plan and make the best use of our time.

You may refer to a schedule as an agenda, timetable, calendar, plan or to-do list. Whatever you call it, if you don’t have one, I encourage you to create and follow one. Why?

Because…

• with a schedule you have a place to put your to-do’s. Rather than having a loose idea in your mind of what needs to be done, a schedule gets your list out of your head and gives you a solid guide to follow.

• your schedule organizes your work day so that one task flows into the next almost effortlessly. No more scattered thinking, scrambling to make sure you get everything done before running out of time or forgetting something.

• it is an effective planning tool. Once you have your tasks plotted you will have a visual of what your week looks like. For example, you may see that you have a block of time available each week that will allow you to take on another client. Or perhaps you will realize that you’ve taken on too much and will have to scale back in one area.

Having your days planned out is so important to your business. It has a positive effect on your state of mind, your productivity and in turn your bottom line. Since I started using a schedule it has made a huge difference in my workdays. It is a simple system to get your office back on track. It is easy to set up and maintain and no costly equipment or supplies are needed.

So let’s get started! Grab a pen and paper or create a document on your computer.

Here are the 5 simple steps:

1. Determine your hours and days of work and draw a chart in the form of a table with days of the week across the top and hours of the day down the left side. It’s important to set boundaries as to when you’re available and to let your clients know how and when they can contact you. If this is your own business, you get to make up whatever works for you and makes sense for your industry. If you’re just starting out it’s tempting to announce that you are available 24/7 in order to get clients. That can actually be bad for business. Only promise what you can deliver. You probably don’t want be ‘on call’ when you’re sleeping or with family!

2. Divide your activities into any number of manageable categories. For example, as a home-based service business my main categories are Client Work, Business Development, Home Office, Personal and Family. For easy reference, colour-code each category.

3. List what items fall under each category. For instance, under Client Work list who your clients are, under Business Development list what networking events you attend and for Home Office list tasks such as tracking business expenses.

4. Block off times for each category. It has been said that we overestimate what we can do in a day. Remember that your daily tasks will typically take longer than expected so be generous with the time you assign to each category and each task. (The good news is that we underestimate what we can do in a year so plan big for that!)

5. Now you have your template. Fill in the blanks with your to-do’s and you’re off to the races.

Modify your schedule as needed. It can take many tries and tweaks before you find what works for you and it will change as your business evolves. I challenge you to create a schedule and use it for a month and see the positive difference it makes in your business. I’d love to hear what you come up with!

Give Yourself Permission to Leave Some Things Undone

Ever find yourself saying something like, "When this is done, then I’ll [fill in leisure activity here]". But you repeat this until you’re too exhausted to do that leisure activity? Does being organized really give you the freedom you’re looking for? When your list of to-do’s is unending and you feel you have to do them all, then the answer is ‘no’.

Now, I’m all for being highly organized. It makes up a good portion of who I am and what I do. It’s an asset that helps me keep things straight in my own business and life and allows me, as a VA, to keep track of my clients and keep all their activities in their respective businesses flowing smoothly.

But are you like me? Do you sometimes feel you’re caught up in all the details of the never-ending to-do list?

I think this is why my mom, the wise woman that she is, gave me this plaque that reads "Give Yourself Permission to Leave Some Things Undone". It was so timely, around the birth of my first child, when I felt I had to still do everything I’d always done and look after a new baby. I keep it as a reminder & look at it every day.

Our lives and our businesses are a work in progress. Know that there will always be something else on your list and to enjoy the process! It’s not just about life balance it’s also about life acceptance.

Here are some tips that will allow you to enjoy being the organized person that you are by nature without the guilt and nagging persistence of the yet undone:

1. Do less. You can work all day rushing from one task to the next, but little quality work will get completed. Instead, focus on a couple of important tasks and invest the time to do them right from start to finish. For example, got an idea for an article? Write down your outline, let the ideas flow then put the pieces together. Voila! Now you have a properly completed article for your ezine, blog or an article submission piece that will all have a positive effect on your business. Rushing through several bits & pieces of various tasks in a frenzy throughout your day, will get you nowhere but frustrated.

2. Take a break. Get up from your desk and away from your office. If there are issues you are struggling with, clearing your head with a 15 minute walk or a step outside for a breath of fresh air, will provide some clarity on these issues. Studies have shown that frequent short breaks or less frequent longer breaks will refresh your mind and body, reduce discomfort and fatigue and increase accuracy and productivity!

3. Give yourself permission to leave some things undone. It is important to recognize and accept that you will never clear your list; there will always be undone items. Pick the top 2 to 3 items each day that absolutely must get done. Do these first and if you get to something else on your list, consider it a bonus. When you allow yourself to focus your time on fewer tasks you enjoy the process more and avoid mistakes.

4. Celebrate the victories. You are setting yourself up for success with the above approach, accomplishing great things while spending your time joyfully. Take a few moments to reflect on your accomplishment when you finish an assignment before you tackle the next item.

Remember, the goal here is to be more effective. Focus your time on fewer tasks and do them well. Avoid the overwhelm of having to ‘get it all done’. Doing less but doing it better allows you to enjoy the lasting results of real achievement.