The Ultimate Guide to Productivity ~ Systems Check


Kim over at Swingset Reflections challenged me with, “What are your best productivity tips?” This meme was started by Ben Yoskovitz.

First of all, for me, being more productive isn’t to get more work done. It’s to get work done faster, so I have more time for the rest of my life. For the most part, I love what I do. But, as in any work, there is the boring, repetitive, administrative type duties. The faster I can get these done – the better.

So I like systems – ordered ways to do actions. Every time you have to think, “OK, what do I need to do next?” wastes time.

  • I have a daily checklist for home chores and work routines with what needs to be done every day so I can go, go, go and check, check, check. I like to get all my routine stuff done at once (usually at 10:00am and 4:00pm) so I am not doing busy work all day. And I have a weekly and monthly checklist to help me remember those less often tasks.
  • I have a checklist for sending out my newsletter. You would think it would really simple and it is. But, if you don’t do it in a certain order you end up backtracking and wasting time.
  • A checklist for my month end accounting helps keep me organized. It also has links for places online I need to get stats or accounting info right in the computer document.
  • I have the computer file folders I use most, right on my Task Bar so I don’t have to click my computer–> my documents–>docs–> encouragingcoach–> projects. One click and I am there.
  • My email processing system is taped under my monitor along with the times I check email. Mail processing is listed on my in box basket.

I love spending less time on routine things and more on fun projects, coaching and leisure time. So what are the things you need to do often? Can you experiment with finding the fastest way to do them? Then write your new systems down.

For more productive ideas:

Kim talks about finding her inner “meanie”

Eng gives us 14 ways to get more done in less time

Lorraine shares her important tip

Janet tells how to handle the dailies

and Adam shows us how to gain clarity


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