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Time Management & Productivity

Often we hear the term time management and productivity and assume they are one-in-the-same. This couldn’t be further from the truth. It’s more of a cause-and-effect relationship. Time management affects your productivity. Let’s dive further into these ideas.

What is Time Management?

One life skill that will help you succeed, both in your personal and professional life, is time management. Skills You Need describes time management as:

“the art of having time to do everything that you need, without feeling stressed about it.”

In an If, … then situation, your if is time management. If you don’t have a handle on your time management, then you will be stressed and your productivity will suffer.

How Do You Improve Your Time Management?

Not sure how much time things take? Track it. Take a week or two and track your activities every 15 minutes. At the end of the week, evaluate the amount of time you spent doing different projects. Now you have a good idea of how much time to allot in your schedule for different things. This also shows you the times of day when you’re most productive.

The Importance of Time Management

Schedules, plans, priorities, and to-do lists can be part of our daily routine, especially when it comes to work, so it’s important to know how long specific tasks take. You’re able to plan your day and time appropriately which will help eliminate stress because you won’t have to rush or worry about not having enough time to do your best work.

What is Productivity?

Productivity is defined by James Clear as:

“a measure of efficiency of a person completing a task… getting important things done consistently.”

In an If, … then situation, your productivity is the then. If you have good time management skills and allow the appropriate amount of time for a task, then your productivity will increase and you will consistently provide quality work. You won’t be stressed or speeding through your to-do list in order to check things off.

How Does Having Good Time Management Benefit You?

There are numerous benefits of alloting the correct amount of time needed to meet your responsibilities. Although the benefits will be determined by your goal, Lucemi Consulting lists some of the values of good time management.

  • Less stress
  • Better work-life balance
  • Greater focus
  • Increased productivity
  • Less procrastination and distraction
  • More time to think and strategize

These benefits are not limited to the workplace. As more and more people continue working from home, these are beneficial to create and maintain a healthy work-life balance.

Can Time Management Negatively Affect Productivity?

Because these philosophies go hand-in-hand, if you don’t have a strong time management strategy in place, there will be negative effects on your productivity. Mind Tools lists some unfavorable outcomes:

  • Missed deadlines
  • Poor quality of work
  • High stress
  • Procrastination

When you’re feeling rushed, you aren’t able to create the high caliber work that you’re capable of. Knowing how long an activity takes will allow you to plan for it so you can produce work that meets your standards.

8 Time Management and Productivity Tips

The same tips and strategies don’t work for everyone, but here are some ideas you may find helpful when trying to improve your time management and increase productivity.

  1. Keep a planner or to-do list so you know what is expected of you at all times.
  2. The night before, get things ready for the next morning so you can sit down and get started right away.
  3. Determine your task priorities and focus on the one with the highest precedence.
  4. Keep your workspace organized and free of clutter, especially if you are working from home.
  5. Limit distractions by closing the door, silencing your cell phone, closing your email, and keeping your distance from others who may distract you.
  6. Plan to work on more difficult tasks during the time you are most focused and productive during the day.
  7. Allow for breaks in your day, especially during the times you are less productive.
  8. Utilize tools like time management apps that will help you stay productive. There are apps for tracking time, keeping track of lists and projects, prioritizing tasks, staying focused, storing your notes and ideas, collaborating and sharing with teammates, and sharing schedules with family members.

Find which tips will benefit you the most with improving your time management and productivity skills. 

Not Sure Where to Start?

Do you find yourself running late? Rushing to get things done? Stressing out your family while you yell orders to get out of the house on time? Frustrated that you keep missing deadlines? Are you ready to put a stop to the madness and get a handle on these things?

Put my training to use. Let me help you or your family create time management systems that  serve your busy lifestyle. Set up a free consultation today and we’ll discuss your current situation, your goals, and how to reach them. Click here to book your free time management consultation!

Organized MD – treating the ill elements of your time and spaces!

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Extra Behind the Scenes That Go on With Medical Professionals & The Workplace

Depending on what part of the world you live in, post-pandemic life is slowly starting to open back up. Although some things such as doctors’ offices, clinics, and hospitals never fully closed, the way they operate has changed significantly.

Appointments Pre-Pandemic

Before the pandemic hit, you went about your medical appointments without a second thought. You would show up, sign in, sit and wait (and wait, and wait) until a nurse would bring you back to a room. There, you continued to sit and wait, and sometimes your frustration or anxiety would creep in. By the time you left, your mind was filled with a not-so-great experience.

Medical Appointments During the Pandemic

During this time, everyone in clinics, offices, and hospitals was on the front line. The public, in general, started to have a different opinion of workers who were putting their lives on the line –  literally every single day.

This is when people started paying more attention to what goes on during appointments and just how many workers go into running our healthcare system.

A Visit to Your Medical Professional Today

There is quite a bit that goes into an appointment. Office staff, nurses, and doctors juggle different, and often extra, duties compared to pre-pandemic appointments.

Let’s take a look at what goes on when someone has a routine medical visit.

  1. You let the office know you’ve arrived for your appointment. Sometimes that’s done via an app, or you call the front desk.

Behind the scenes: There are receptionists taking the calls, there are people either pulling charts and files or getting your EMR (electronic medical record – your file) pulled up and in que for the doctor to see you.

  1. You come in and they verify your information and let you know where to sit to be called back.

Behind the scenes: Not only are receptionists helping you, they are also making sure the counter and pen you touched are sanitized for the next person. When you get up from the chair in the waiting room, someone comes by to sanitize the chair for the next patient. There is also the billing department staff that are looking up co-pays, processing payments, and printing receipts.

  1. A nurse comes to get you, then takes you back to get your weight on the way to the room.

Behind the scenes: Have you ever noticed all of the people working around you when you’re doing that simple thing?

  1. You enter the room where you sit down and your blood pressure and temperature are taken. The nurse asks you routine questions and records the responses in the computer.

Behind the scenes: Before you entered the room, a worker made sure to time the sanitization of the room so it was ready for you – including the chairs, keyboard, desk, exam table, and all needed equipment.

  1. The doctor comes in to see you, sanitizing, sitting, going through his/her laptop, getting your recently updated information. Depending on the reason for your appointment, there are any number of instruments and other materials needed to carry out your examination.

Behind the scenes: The nurse leaves, again sanitizing the gloves or their hands as they let the doctor know you are ready.  All the necessary items were taken from a supply closet or storeroom and set up for the doctor’s use. Keep in mind that all of this is done just for you.

Nurses and clinic staff are human. They need a sip of water, a snack, and a restroom break. This is all timed around your appointments, the doctor, and other patients.

  1. The doctor may require labs to be taken. Normally you have to leave and go to another area for this.

Behind the scenes: There is paperwork being shared as to what needs to happen – x-rays, blood work, you name it. There is a nurse preparing the materials, paperwork, stickers with your information, etc. before you even get to them. Of course, everything is being sanitized which is all being timed out as well.

After You Leave the Appointment

After your visit, there are a lot of activities that go on behind the scenes: workers are dealing with billing, medical notes and forms, as well as additional steps and phone calls/emails/faxes to book specialist appointments. Not to mention the follow-up to ensure your appointments have been booked and you received the information. Plus your doctor calling to give you any medical test results. The list goes on and on…

Patience, Understanding, and Grace

Much of this is a new routine or enhanced additional work for staff as well as ourselves. Please take a moment to stop and think about all the people who are taking care of things behind the scenes so you can visit your doctor. Please extend a bit of grace to everyone involved. If I can help you in any way with regard to your medical clinic routines and procedures, please reach out to me. I have an extensive background assisting clinics and staff with making their office run as smoothly as possible. I am here to help in whatever way I can.

Organized MD – treating the ill elements of your time and spaces!

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Back to School 2021: Prepare for a successful start to a new school year

The past two school years have been like no other. A global pandemic, remote or hybrid learning, and wearing masks. Students have spent more time out of school than in school. This school year will bring a new set of challenges, schedules, and activities.

Let’s explore what the start of the 2021-2022 school year will look like and how you can prepare your child(ren) for success.

Different ways school is starting

What determines how children will go back to school? The simplest answer is the option that’s safest for everyone involved. This will rely heavily on the number of COVID cases, variants, and what can be done to keep the kids healthy.

Here in Ontario, some kids will be going back in person while some will continue to be virtual. Others will return to school with hybrid schedules or in cohorts to limit numbers. Your child’s district should be in close communication with you regarding these changes.

  1. In-Person Return: For families returning to school in person, it will be much like years past. But there will be safeguards in place surrounding masks and social distancing.
  2. Cohort Return: Some schools will be returning in a different way than they have in the past. Cohorting is defined by The Science Table: Covid 19 Advisory for Ontario¹ as “separating a population into smaller groups (cohorts) in order to minimize their risk of infection, to contain an infection, and to easily trace close contacts in the case of infection.”
  3. Virtual Start: Students are now familiar with remote virtual learning. The start of this school year will be the same as it was last year.

How to support your child

Socially

Kids have spent significant amounts of time away from their friends. For young children, this often means they have “forgotten” what it’s like to appropriately interact with other children their age. For some older children, they may feel anxious about seeing their peers face-to-face on a regular basis.

There will be an adjustment period, and as parents, it is best to be aware of this and be ready to handle things that come up along the way.

Emotionally

Everyone is looking forward to school opening as close to regular as possible. This isn’t to say there won’t be a higher level of anxiety during this transition. Every child is different and how they move through this transition will be unique.

Keep in mind during this time, helping your child prepare for change can be extremely helpful. You can also admit there everyone has anxieties and acknowledge and validate their feelings.

How to prepare your family

When the pandemic hit, there was an unprecedented change to working and learning from home. It was surrounded by anxiety and worry. Eventually, it became more “normal” and everyone settled into the new way of doing things.

Now that is going to be “undone” as things are starting to shift back to in-school scenarios. This means changes in your home life as well.

Separation Anxiety

Younger children have gotten used to being home with a parent and other siblings. They are now used to this comfortable environment of being surrounded by people they love–and who love them. Breaking away from this and shifting back to school, or into school for the first time, could raise some uncomfortable feelings in them.

Practice spending time apart from your kiddos by being in different rooms of your home for periods of time. Get a sitter or family member to spend time with the kids while you have a night out with friends or date night. These may not seem like a big deal, after all, you used to do them quite often, but it will help build your children’s tolerance and independence.² These small amounts of time apart will help them adjust to being with other people.

Routines & Schedules

Because activities and life as we knew it basically shut down for over a year, setting new routines and schedules will feel a little different for a bit. Keeping a family calendar to communicate with everyone what will be happening, who is going where, and how they will get there is critical. Being predictable and consistent with schedules and routines removes much of the worry and anxiety during the transition.

Clear Expectations

Both in your home and in their classroom, having clear, realistic expectations for children will help them transition. Here are a few tips from Karen Stephens³, a child development instructor:

  1. Be specific. Crayons are used for coloring on paper.
  2. Explain your reasoning. I want you to hold my hand so you are safe because cars drive in the parking lot.
  3. Describe the purpose of an item. Your bike is for riding outside, not in the kitchen.
  4. Empathize. I know it’s hard/scary/frustrating/exciting…
  5. Respectfully share your feelings. I’m scared/embarrassed/disappointed when…

The last thing she points out works with all age groups,

“Communicate expectations, offer choices, and then move on without haggling.”

As an adult, knowing what others expect of you makes life much easier, so you can only imagine how important it is for children.

Caring for Yourself

Ask any parent and they will tell you they truly are a better parent when they take care of themselves. Ensure you take some time for yourself. It can feel selfish to do self-care activities but preparing and returning to school this year is going to need solid parenting as well. Please take good care of yourself so you can continue to take good care of your children.

Here are a few ideas that aren’t time-consuming, but will support you:

  1. Sit alone for a few minutes. Just sit.
  2. Order out dinner.
  3. Read a book or a magazine for 10 minutes.
  4. Watch an episode (or two) of your favorite show.
  5. Crawl into bed a few minutes early.
  6. Take a nap (or just lay down and rest).
  7. Listen to your favorite songs.
  8. Pick or buy some flowers.

Try to do something each day, even if it’s just for a few minutes. You deserve to have time to recharge, decompress, or distract yourself.

Let the fun begin!

It’s easy to get caught up in the unknown and worry, but kids deserve to get excited amidst the chaos. Back to school traditions historically are a fun and exciting time, so let’s shift our mindset to help ease their anxiety.

Build their excitement by:

  1. Getting new school supplies
  2. Buying a new backpack
  3. Giving them a choice for a special breakfast, dinner, treat – or all of them!
  4. Planning a playdate or two
  5. Decorating their bedroom door after they go to sleep the night before
  6. Creating a homework nook⁴
  7. Getting a fresh, new haircut
  8. Creating a special playlist for their walk, drive, or bus ride

There are many small things that can make a big difference in raising your child’s energy for school. Try to incorporate some of their favorite things into this time. It will elevate your spirits, too!

Moving forward

Living with uncertainty and knowing that things can change at any moment is hard. I have a teenager and a child early in her college career. I know how frustrating, scary, and uncertain, this situation is. I am living this with you.

Please know, I am here to help create a new schedule for you and your family, organize or reorganize home office and learning spaces, and help you maximize your time management. Let’s make the start of a new school year the best it can be!

Reach out any time or info@organizedmd.ca

Organized MD – treating the ill elements of your time and spaces!

¹ https://covid19-sciencetable.ca/glossary/#cohorting

² https://childmind.org/article/back-to-school-anxiety-during-covid/

³ https://www.easternflorida.edu/community-resources/child-development-centers/parent-resource-library/documents/clear-expectations-help-kids-behave.pdf

⁴ https://www.funwithkidsinla.com/post/15-tips-to-get-your-kids-excited-about-back-to-school-and-ease-their-anxiety

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The Startling Truth About Habits, New Year’s Resolutions, and Quitting

New Year’s Resolutions. You either love or hate them. Or you begin loving them and end up hating them because it doesn’t work.

There are tons of reasons (read: excuses) why we don’t, can’t, or won’t follow through with them. Regardless of the end result, everyone begins with the best intentions – to do something to better their lives.

You want to start the new year with an organized home and office space. You’re super dedicated to this resolution. You go out and buy the inspiring drawer dividers, cute filing system, and bins that you are excited to look at every day. This is going to be great!

Fast forward to mid-January. The bins are still in the bag and the filing system is sitting on the corner of your desk. You did take out the dividers and they are on the top of your dresser just waiting to hop in the drawer.

You have made the same mistake so many of us have done. We have jumped feet first into an amazing intention, but we haven’t mentally prepared ourselves for what a habit needs to be successful.

Statistics for New Year’s Resolutions

Around 80% of people who make resolutions will fail by mid-February.³

Before it has even begun, 12% of Americans, don’t think they will succeed or follow through with their resolutions.²

Only 19% of UK residents plan on making a New Year’s resolution in 2021.⁴

In 2020, 79% of Australian’s were making the commitment to a resolution.⁵

These numbers aren’t the most motivating. Resolutions take some planning and commitment.

New Habits Take Time

Twenty-one days. Sixty-six days. Two hundred fifty-four days. What?

Depending upon each person and habit, it can take as early as twenty-one days for a new action to become a habit, with the average being sixty-six days; however, some habits can take up to 254 days to become automatic. There are many different challenges you can join and lists with various numbers of steps for how to make a habit stick. These are awesome if they give you the motivation and foundation you need to turn this change into a habit.

To break a bad habit, you must change the pattern. Once the pattern is broken, the behavior is no longer automatic.

To create a new habit, a new pattern must be formed. This needs to be repeated over and over until your brain sets it on autopilot.

There are many suggestions, ideas, and plans for creating habits that stick. What it boils down to is our brain and how it works. Once a behavior becomes a routine habit, your brain essentially puts it on autopilot so you can focus on things that require more focus.

“Habit is the intersection of knowledge (what to do), skill (how to do), and desire (want to do).

-Stephen R. Covey

Be Mentally Prepared!

Change. Is. Hard.

Before you start, ask yourself why? Why is this important to you? When solidifying this new habit or routine, remind yourself why you’re doing this. Write it down. Post it on social media. Make a voice memo. Put it on your vision board. Do whatever it takes to easily remind yourself why this is important to you.

Humans are creatures of habit. We survive on habits and routines. When was the last time you had to remind yourself to breathe? Turn the lights off when you went to bed? You often drive to or from work on “autopilot.” On the evening of your favorite television show, you make sure certain things are done prior to the start so you can fully enjoy your time.

Your morning or evening routine has become just that – a routine.

When you started, you had to think about it to make sure you got everything accomplished. At some point, you did it without thinking too much about it. Soon, you will be doing this on autopilot as well.

Set Realistic Goals

Biting off more than you can chew is not going to make you successful.

You need to start with realistic goals.

The surface of your desk hasn’t seen the light of day in who knows how long. It isn’t realistic to think you’ll have it all perfectly cleaned and organized in an hour.

It is realistic to…

  • go through the paperwork and make organized piles
  • empty one or two drawers at a time
  • clean and wipe down the top and inside of the drawers
  • figure out and label file folders in a way that will best suit your needs
  • declutter, clean, and organize one shelf today and another shelf tomorrow

It also is a realistic goal to recruit help if you need it. Maybe those bite sizes listed feel more overwhelming than manageable. Ask for help. Is your friend amazing at this? Does your daughter-in-law have a system to die for? If someone can help you set up an approach that will help you to stick with this new habit, then please ask!

Plan for Bumps in the Road

Unfortunately, there will be bumps. You’re going to have to anticipate this and plan how to navigate around it.

The more proactive you are, the better your plan will be. This will increase the likelihood that you’ll be able to keep yourself heading in the right direction.

“In essence, if we want to direct our lives, we must take control of our consistent actions. It’s not what we do once in a while that shapes our lives, but what we do consistently”.

-Tony Robbins

Keep It Up!

Here are more ideas to not only keep your New Year’s resolutions but also turn them into habits.

  • Find an accountability partner.
  • Give yourself grace when you don’t keep it perfectly.
  • Reset and keep going – don’t throw in the towel.
  • Take the time so that you can be successful and create a new habit.
  • Add to your life rather than take away – use positive wording when possible

Bottom line, don’t give up!

Does any part of this sound overwhelming? Call Organized MD.  Dennise can help you to figure out and establish a manageable routine. She will be your accountability partner. She will also help you save time and be more productive. You’ve put it off long enough. Contact Organized MD today!

Organized MD – treating the ill elements of your time and spaces!

1https://www.npr.org/2012/03/05/147192599/habits-how-they-form-and-how-to-break-them

²https://www.finder.com/new-years-resolution-statistics

³https://www.cbc.ca/news/canada/newfoundland-labrador/new-years-resolution-janine-hubbard-1.5412777

⁴https://yougov.co.uk/topics/lifestyle/articles-reports/2020/12/30/new-years-resolutions-2020-and-2021

⁵https://au.finance.yahoo.com/news/top-5-new-years-resolutions-for-2020-revealed-231157354.html