Keeping Up

Blogs and websites offer information that all of us can learn from and that bring us joy. However, it can be time-consuming checking each of these sites for updates.



Are you using a web-based aggregator to keep up with what's happening on your favorite sites or in a particular field of interest? The information you want is available at a glance in one place. Google Reader is one such aggregator. It's free. Try it. Use the tools that are available to help you spend your time the way you want to spend it.

The Best Decision

Have you noticed that using the Productive Environment Process™ can be used to accomplish anything you want to do? I’ve been thinking a lot about time lately.

It is hard to maintain a positive outlook in the current environment. I have written many articles on the importance of attitude. I believe choosing to focus on the positive is essential to success and enjoying your life. So how can the PEP help you with that?

Let’s take a look. First, let’s look at the vision. My vision is to be someone that instills hope and helps others see the good in life.

The next step is to eliminate the obstacles and excuses. What deters me from feeling hopeful? Do I spend too much time around those who have lost hope? Do I allow fear to guide my actions?
Now let’s look at available resources. My faith is my greatest resource. Inspiring people with great ideas must not be overlooked. I enjoy reading about the power of the mind and the power of right thinking. There are many different kinds of resources to draw on.

When thinking about choosing and using the right tools, my religious beliefs will be important in my positive focus. I will implement some of the ideas that aid positive thinking, like affirmations.

Finally, I will need to constantly assess my thinking and interactions with people to evaluate first, whether I am choosing hope over fear or despair, and second, whether I’m helping others feel better. Becoming more hopeful is great, but maintaining that hope is what matters.

This process will help you in every aspect of your life. Use the Productive Environment Process™ the next time you have something important to do or decide. You’ll have more clarity.

The Power of Less

Have you ever visited Niagara Falls? It is one of the most amazing places to experience the majesty of God's creations. Ice, wind, and water created this magnificent and powerful area. But did you know that man now controls the rate of erosion of the falls to a great extent? Why is that necessary?

Well, prior to 1942, it is thought that the Horseshoe Falls eroded about 5 feet per year. Now, by diverting the water to power plants and using other methods, that rate is less than one foot a year. Projections are that the rate will be reduced to one foot every 10 years through continued efforts. Of course, there's no way to "control" nature, and a major rock fall could change everything.

But the point I'm trying to make is that water represents great opportunity to harness power for electricity. That's not to mention the chance for each of us to experience the beauty of the area. However, the water must be controlled as much as possible to preserve its usefulness. What does all this have to do with being organized?

Well, I think we need to step back and look at the amount of information or things we're allowing to come into our life. Though they may be useful or add value, sometimes it helps to divert some of those things so they don't erode our quality of life and work.

Is there something in your life that needs to be restricted a little? Could you set up rules in your email so that some messages are eliminated or put directly into a folder that you can look at when you choose to?

Do you need to designate a "Productive Environment Day" and get rid of some of the clutter in your life? Schedule it today...don't put it off. You will experience the power of less in your life that erodes your strength and energy. Though only about 50 percent of the water flows over the falls daily, just look at the beauty, majesty, and power of it. We can all learn something from those falls!

Tunnel Vision?

When you think about tunnel vision, you usually think of confining, narrow-minded thinking. But is having tunnel vision ever a good thing?

Well, statistics show that about 40 - 45% of us make at least one resolution each year. But did you know that only about 46% of those resolutions are kept for six months or more? It seems to me that many of us are teaching ourselves we aren't trustworthy since we know we aren't going to do what we said we'd do. How can we change that?

The most obvious answer is probably to stop making resolutions we're not going to keep. However, if we don't set goals, we may never go anywhere. Maybe a better answer is to remove some of the distractions in our lives...develop tunnel vision of a sort.

Now, we need to make our goals meaningful. In Drive: The Surprising Truth About What Motivates Us, Daniel H. Pink suggests that goals that help us grow and develop are more meaningful than monetary ones.

Pink explains that when trying to get yourself or others to focus on a specific goal, "carrots and sticks" are often not the way to go. It's a good read with suggestions for applying the principles in a family, at work, or in an organization.

Once we have set the course, we need to focus on where we want to go and constantly move forward...So sometimes, having tunnel vision is a good thing!

Have You Seen My Glasses?

The environment you live in and work in is directly related to how much you get done everyday. It just makes sense that having a space that supports what you are trying to do helps you do more in less time. But sometimes we get so used to seeing things that we become blind to small change that could make a big difference.

With age, I have begun using cheap drugstore glasses for reading and other close-up work. Although I can see letters on the page, the glasses make everything more clear. I get more done in less time when I wear them. Sometimes we need to look at things through a new lens. A good friend can help.

I recently took some pictures of my home. Those pictures gave me a new perspective on my environment. I became aware of simple changes that would produce a more productive environment.

A productive environment extends beyond physical surroundings. What about your brain? Studies have shown the negative effects of stress on our bodies and our minds. Have you considered how important a positive mental attitude is to getting things done?

If you're stuck in a rut, take a minute to look at things through a new lens...

Where's Your File Index?

Although many are choosing to use less paper at home and at work, most people still have some paper to work with. When the "paperless" idea first came up, it was difficult to put into practice. Technology didn't really support finding files and making them easily accessible to everyone that needed to use them. Things are changing now.

Going completely paperless is probably still out of reach for most, but technology is making going "almost paperless" a reality for many. This article, for example, talks about the reasons BMW is encouraging dealerships to go paperless. The article also discusses the reasons it may not be possible to do away with paper completely. So how do you keep up with all the paper necessary to success?

The answer is a file index. I recommend using a numerical filing system. I'll talk about the reasons why in another post. However, whether you choose to go alphabetical or numerical, a file index is an important piece in your organizing strategy. Barbara Hemphill, founder of the Productive Environment Institute, makes this comparison...

A file index is to a filing system what a chart of accounts is to an accounting system. Using a file index allows you to quickly see what files you have and where they are located. For example, if several are using the files, one might file something under "car" while someone else might use "automobile" and yet another person might use "Ford". Using a file index will eliminate duplicate files. Of course, if your system is numerical, the content of each file can be determined quickly with your index.

Don't have an index? Create one now...Watch your productivity improve!

Changing with the Times...

The days of going to one office and working from 9 to 5 are over for most. Easy access to the information you need wherever you may be working is crucial to staying competitive. However, converting to an electronic format can be daunting. Creating and carrying through with record management policies is key to success.

Barbara Hemphill, of the Productive Environment Institute, suggests six questions that should be asked when thinking about establishing those policies...

• What information do I need to keep?
• In what format?
• For how long?
• Who is responsible for filing the information?
• Who needs access to it?
• How can we find it?

Often it is helpful to schedule a day to eliminate unnecessary paper in your office. Giving yourself and others permission to get rid of things that are no longer useful frees you to focus on the things that matter.