How to Implement My 2-Week Productivity Process ...

We see it so often … especially at the beginning of a new year, all the articles with the title “how to transform your life in 2 weeks”. 

A lot of us have trained ourselves to look within and reflect on the past year and make some changes for the coming year. And in 2020, we had more time than ever to do some serious reflection and adjusting! 

Now, the facts state that it can take anywhere from 14 to 26 days to form a habit, and a bit longer for an action to become automatic. 

So, it’s safe to say that if we want to start making better choices, and make our working lives happier and easier, two weeks is a great way to start. 

We here at Virtually Untangled are committed and dedicated to professional and personal growth. And, we strongly believe in the magic that happens when we pause to reflect on how things are going on the outside -- with our levels of productivity -- and on the inside with how we feel, and then make a plan of action to make things flow more smoothly. We believe in work-life balance and making our workspaces our own, in order to promote creativity, productivity and fun! 

We always want to strive for happiness, no matter what our ambition or activity.

So, when we look within and find that we are feeling unsatisfied with what we have accomplished at the end of a day, or our to-do lists are growing way faster than we can keep up with (such is the life of an over-achiever am I right?) that tells us that we need to make some adjustments in the productivity areas of our working day. 

The last thing we want to do is to take our fun projects on the to-do lists and make them feel like actual work … actually, like chores!

Our lives should be nothing but a well-rounded mix of fun stuff and work stuff. And when feel like we are getting buried in them both, that’s when our mindset can suffer, and we need to take five and tackle a new list entitled “how to break this cycle!” 

I have spent a long time honing my skills in what I can do to get myself out of a bad mindset with my productivity. And I am happy to say that I know quite a bit more now than ever before, about what sparks me from within and gets me cranking out quality work like never before. And the positive boost creates a new cycle -- one of happiness and satisfaction.

So, let’s take a bit of time together today, to dive into my tips n’ tricks for getting the juices flowing and giving that negative voice inside your head a break. 

First let’s start with the basics …

Rest. 

Nobody can function if they do not take care of this very basic need. And you’ve heard me stress this many times in our 300 blog posts as well as on our new-found podcast journey with you.

As entrepreneurs, we are always so busy, and often our minds are full of ideas 24/7, so a good 8 hours of sleep seems like a dream. But sleep allows your brain to process and refresh itself. By not getting at least 8 hours each night, you are causing yourself problems with your level of concentration, organization and even decision making. 

If you can’t fall asleep because your brain won’t turn off (which tends to be me some days when I’ve overly full of excitement and ideas!) and it’s running through every single thing you want to accomplish the next day, it may be time for a new bedtime routine. It’s also important to know when your optimal time to sleep is. If you are a night owl and love to get work accomplished all night and sleep all day, then that’s what you should do. It’s time to build your routine around your body clock and good things will happen.

So next up in the life “basics” category is creating yourself a great wake up routine!

Perhaps it would be beneficial for you to create an enjoyable morning routine to set your intentions for the day and feel refreshed. Waking up early is a habit shared by a large majority of the world’s most successful people. 

In doing so, it adds time to get your most important tasks -- business and pleasure -- completed and allows you to get started on your work needs and desires with a clear, alert, and refreshed mind.

This last “basic” is a complete no-brainer …

Fresh drinking water is non-negotiable throughout your day in order to keep your body and mind not only hydrated but SHARP!

So, when you’re feeling like the day is dragging and making you sleepy, try a glass of cold water to refresh you as well as your focus. Same thing with exercise … I know for some of us the natural response is, “Who has time?” but try building this into your workday by taking some stretch breaks, by taking a walk during lunch time and using the stairs as often as possible. The long-term benefits will astound you. Even a concentrated 20 minutes per day can change the course of your schedule in such positive ways. The surge of endorphins can give you the kick start you need for a busy afternoon when normally you would be ready to snooze. Especially for those of us who spend long periods of time sitting.

Next up is one of my favourites … Yup, planning and organization!

It’s TIME to create your to-do lists ahead of time.

I am a list maker and a nerdy list lover. 

The key word here is PLANNING.

And your productivity depends on it. 

A huge tip is to not attempt a to-do list the day of. You are perhaps anxious for all the things you feel “needs” to be done and that can lead to over planning your day with unrealistic goals. Then at the end of it all you will only make yourself feel bad for not getting it all done … Thus, perpetuating the negative cycle. 

See where I am going with this?

You will honestly be able to tackle your to-do list much more effectively by organizing your thought-train and writing it all out the day (or night) before, as this gives you the time you need – and deserve -- to mentally prepare for each task, project, and goal. 

You will also save more time this way as you will already know what your day will look like when you wake up. Granted not every list tackling day will run as smoothly as we all hope it will … There will be tech hiccups, unplanned client calls and emergencies. But at least this way – whether those hiccups present themselves or not -- you can just dig in and get started instead of planning around how you’re feeling or what you feel up to doing that day.

Keeping lists making in mind … A handy dandy tool I discovered which is now one of my absolute fav things EVER just so happens to be my very next tip …

Keeping a planner with daily and monthly tasks and goals. 

I also want to do a quick “shout out” to the ladies that run The Happy Planner as everything they do is my JAM! And everything they share with the world is completely amaze-balls and is what helps make my virtual world go-round! I buy one of their amazing planners every single year. I get so excited for a fresh new one hot off the press, that I actually race to the store the second they come out in early August just so I can get the pick of the litter.

Why?

Because in today’s entrepreneurial world, it takes more than just a simple to-do list to keep track of everything you want and need to accomplish. Yes … we go mostly digital with tools like Asana, Trello, BaseCamp and Slack … But there’s nothing truly like having your agenda right in your face at all times! It can be way too easy to miss important tasks, meetings or even contract renewals and get side-tracked by other projects and duties that arise. Especially for us creative thinkers, one thought can lead us down the path of other thoughts and before you know it, your focus is gone and it’s dark outside! (*laughs!)

So, by keeping a planner that is filled with inspirational goals, projects, meetings, scheduled day’s off, “Soul” days (thanks for the idea Nancy!), team and client birthdays, contract renewals, lead opportunities, personal reminders, and so on … will allow you to get everything your heart desires done. It will also remind you of all the long-term goals and plans you have set out for yourself. 

Now, in reality, this is just step one. 

Setting priorities to getting these things accomplished is step two. 

One way you can achieve this is to sort out all those wonderfully amazing goals, projects, and tasks according to the impact they are likely to have on you and your business vs. the effort it takes to complete them. Because if it looks “too hard” or like it’s going to take “too long” no matter how badly you want this goal for yourself, you’re going to sluff it off and choose something easier from your list.

So, organizing your planner in this way can not only save you time but help you avoid spending energy on things that don’t yield much return. 

And with that being said …. if you haven’t already … head off to your local craft (I’m a total sucker for a good ‘ol Michaels trip!) or office supply store and pick out an annual planner that works for you. 

Remember, grab something that’s fun! And something that suits your personality!

Okay … Part of the planning process that is ever so important is next up …

Setting yourself some truly realistic deadlines. 

Deadlines are SOOOOOOOO important because they provide the framework for us getting things done. They can also help dictate the pace and priority of a certain project in order to keep us on the straight and narrow. 

But on the flipside, they can also be very intimidating. So, remember to establish deadlines for yourself that are realistic and manageable given the goals and projects at hand -- and the time available to you to accomplish them. Try to build in some flexibility for dealing with anything unexpected that will inevitably come your way. And also try to schedule in such a way to include your well-deserved breaks and that bring your JOY!

Next up … Extended planning!

Okay, really now … HOW EXCITED are we to FINALLY be looking at 2021 … right in the face?!

I for one am ecstatic to get out from under all that crazy weirdness of 2020 and plan this new year in all its glory. I know that if want my team and I to succeed, I need to set us up with some goals. 

Without goals, you will lack focus and direction. And when that happens things tend to get all sticky-icky messy, stressful, and completely overwhelming. 

Goal setting not only allows you to take full control over your business’s direction, it provides a benchmark for determining your future directions. 

So, to get the ball rolling, try to make a list of everything you’d like to accomplish in one calendar year. Then break that list down to your top 3 items. Take your top 3 items and break them down even further into a specific timeline of what you need to do in order to actually accomplish this goal. All the while of course attaching dates for each. 

Then joyfully go plunk this all into your new planner! ??

Okay … After adding your larger goals to your planner, you can now see where your top priorities lie and are able to plan out other items in and around them. 

Seriously … Go right now and schedule yourself some quiet time to fill in those blanks! We’ll wait here for you ...

One of my very favourite quotes is from the great Tony Robbins who said,

"Once you have mastered time, you will understand how true it is that most people over-estimate what they can accomplish in a year -- and underestimate what they can achieve in a decade!"

Read that ONE. MORE. TIME.

Okay, done?

Great!

Now let’s make our workspace a place we love to be in every day. 

For many of us 2020 demanded that our homes became our new workspaces so a lot of this work may have already been done by now. But …

What if you have now decided you can never go back to working anywhere but home? Or the workspace you created yourself during this transition happened all too quickly and you are just not happy about it and feel it’s slowing you down?

Well, now it’s time to make sure that special space of yours is in tip-top shape! And that it’s for you and you alone! 

Studies suggest that a cluttered workspace actually increases one’s stress level, drains energy and hinders concentration. So, when your space is messy, it makes your job even harder as it’s utterly impossible to find things. 

Take a few quiet moments to tidy up and clear your workspace before the end of each day or before you get started each morning. This includes your digital workspace too … Not just what’s laying around in front of you.

And doing this is truly the easiest and most effective way to boost your productivity levels … By simply creating a workspace that you LOVE. 

So, after you’re done all that “Marie Kondo” type de-cluttering, take a note from someone who lives a life filled with colour and add some to yours! Yup … It’s TIME to “spark some joy”. Add beyond adding all that colour-filled greatness to your space, also make sure to add some good lighting.

There you have it!!! You are on the right track to a happy day filled with positive vibes! 

Okay … 

Now let’s talk about a real productivity killer, distractions. 

In this day and age, it can feel pretty indulgent to turn the ringer off of our phones, but honestly … Do it! 

We are so used to being available to our clients – and everyone else under the sun! -- and by feeling obligated to run your life and your business this way it can actually create a huge amount of stress and unproductivity. 

So, when you are in the thick of it all … working, turn your phone and other technology devices to “silent”. Some devices even offer a “temporary” silencer option.

Then add a time to your schedule for returning emails, text messages and phone calls. And really do try your best to stick to this unless there is an emergency.

And not what someone else deems “and emergency” but an actual emergency!

Okay … Now how about that tangled up inbox of yours!

That can be a HUGE distraction. 

Especially if it’s filled with old, useless information and contacts. This can easily be fixed by taking a portion of a day – I suggest at least once a month -- to go through everything you have saved. 

• Delete old contacts.
• Unsubscribe from things that are no longer relevant to your goals and interests. 
• Create folders that flow with your information and contact lists. 

Keeping your inbox clean as a whistle is one of the most important things you can do to help your business grow and stay organized. I like to use something called UnRoll.Me … You should check it out after you're done listening to this episode! ??

Now that we’re talking virtual clean-up … You may be feeling a tad bit overwhelmed because you feel you have ever so many other more important things to do. And that you just cannot take on this task right now.

Well, we’ll do you one better … There are SO MANY project managers and virtual assistants out there (myself and my team of honorary “untanglers” included) who are exceptionally skilled in this area and are more than willing to help you get -- and stay organized. Don’t tell too many people … But we actually nerd out with these kinds of tasks … They’re mindless, fun and something we can groove out to with some fun music! A break in our day from all the mind-hogging tasks like coding n’ such!

So, don’t be afraid to tackle this on your own -- or if you’re not up for the adventure … Simply ask for help. 

More on the land of virtual assistants later … !

Okay, now this next one is yet again, one of my favourites. 

It’s something that we as entrepreneurs are so lucky to have, and that is …

Control of our working environment and its overall vibe. 

So, what can we do to make us feel happy and energetic?

Play music!

Musical influences are so strong that it actually has the ability to engage our body’s sympathetic nervous system. 

Research suggests that playing upbeat and motivating music can boost energy levels and stimulate alertness by huge amounts. 

Some studies even showed that it makes people work faster, more efficiently, and engage more with others because of how happy they were feeling. 

So, pump up those jams and enjoy your day!

Now back into the nitty-gritty of working …

Let’s talk working in time intervals. 

Doing just one thing at a time helps you remember more. It helps you get more done in less time. It helps you bring more attention and focus to the task at hand. And it even helps you work smarter, instead of just harder. 

So, start by setting a timer to help pace tasks and remind you to take more breaks, move around and re-focus. 

And, when taking a planned break, also choose a time for a break to catch up on social media. This should be separate from your move your muscles break!

Even though most of us are using these platforms for business related tasks, checking your accounts throughout the day consumes a lot of time and can break your level of concentration. So, set aside some special social-land time but only when the time is right! 

By creating these time intervals for yourself, you can be set for when you make your to-do list for the day ahead. And they can be adjusted as you find your sweet spot with each task.

Okay … It’s tools for workflow improvement time!

Technology sometimes has a bad reputation for being complicated and intimidating. But we love the way it helps us automate some of our daily grind tasks! In addition to the endless resources the virtual container of the internet provides, there is a world of technological goodies out there that can help you automate #Allthings!

Some of our favourites include email campaigns, creating killer content and pre-scheduling all that awesome-sauce content you just created!

It’s a time saver! It helps keeps things in the same tone, on the right schedule, and ticks things of our list without lifting a finger.

A big one for me is to take physical note of my weekly achievements. One thing I decided early on was to dedicate one of my working days each week to focus on my own business. (Thus being Friday’s at the moment.)

This way, my team and I get to take a break from client deliverables and take a breath by assessing our week, the week to come, other creative goals that may have popped up and dive right on in to our own “untangling” needs and desires!

Not only does this spare us the dreaded burnout of a client-driven week, but it helps us to remember what WE want to achieve as a team, and what my personal CEO goals are as Virtually Untangled grows and expands. 

And one of my “musts” for this day is to see my accomplishments on paper. 

This practice can really put things into perspective and keep you focused on your goals. So, set a time at the end of each week to create a list of your achievements, both large and small, for a boost in confidence and motivation.

Okay … back into VA-land for a moment as I promised I’d get back to that …

Earlier I mentioned that hiring a virtual assistant can help with your productivity in so many ways. This topic is so important to us over here that I will be dedicating an entire podcast to the topic one day very soon! 

But with that being said … I will leave this with you here …

Delegating tasks to another passionate and talented professional and building up your virtual #DreamTeam, is priceless.

• It will take things off of your plate.
• It will invite talent and comradery into your work life.
• It will help you learn things and grow together.
• It will do nothing but inject positivity into your work vibe!

And finally …

And I want to scream this from the mountain tops -- do not forget to reward yourself for your hard work and dedication to building the best work life you could ever dream of! 

• Do something you love. 
• Eat something you love. 
• Unplug, put your feet up and recharge. 
• Do something fun (once the pandemic moves to the wayside of course!).

By treating yourself as well as you treat your clients and your team, you will reinforce all those positive feelings that got you started on this adventure in the first place. And keep yourself motivated. 

So, be good to you. 

And when you DO, that ripple effect with only grow …! 

?

?? ========

A lot of us have trained ourselves to look within and reflect on the past year and make some changes for the coming year. In 2020, we had more time than ever to do some serious reflection and adjusting! Now, the facts state that it can take anywhere from 14 to 26 days to form a habit, -- and a bit longer for an action to become automatic. 

So, it’s safe to say that if we want to start making better choices, and make our working lives happier and easier, two weeks is a great way to start. We here at Virtually Untangled are committed and dedicated to professional and personal growth. We strongly believe in the magic that happens when we pause to reflect on how things are going. We believe in work life balance and making our workspaces our own, to promote creativity, productivity and fun! We always want to strive for happiness, no matter what our ambition or activity.

https://virtuallyuntangled.com/thedigitalgluepodcast

?Don’t forget to drop by every Tuesday for a new episode!

We look forward to your comments and your ideas for future podcasts. So, pull up a seat, get ready to step out of your comfort zone and enjoy the ride!

#DigitalGlueToEverythingYouDo

#UntanglingForLife