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The Too-Busy-to-Get Organized Mom
Elizabeth Grace, 44Boca Raton, Florida
Self-employed publicist
Single mother of 12-year-old daughter and 9-year-old son
TIME-CRUNCHED SCHEDULE
"I work up to 12 hours a day, and things at home are just as busy. My children are involved with sports, music and Scout troops, and have mountains of homework they need help with. I feel like I've morphed from a mom into a taskmaster: I'm constantly telling them, 'Finish your spelling, clean the table, get ready for soccer.' At night, I often end up catching up on work e-mail when I could be spending quality time with them. There isn't a second in my day that isn't occupied. It leaves me absolutely exhausted. On top of that, all my mail piles up, and I frequently discover I'm late on a payment or forgot to sign a permission slip. But I don't have the time to figure out a system to get on top of things."
What she puts on the back burner: "Getting organized, both personally and professionally, and relaxing with my children."
TAKE-CONTROL TIPS
Productivity pro: Ruth Klein, branding and productivity coach; author of Time Management Secrets for Working Women
1. Start the day in a better way.
Elizabeth is so busy "doing" that she doesn't have a moment of peace. The result: She's constantly frazzled, which wreaks havoc on her productivity and ability to manage time. The fix: Each morning, she should take ten minutes to sit in silence, breathing deeply while planning for the day.
2. Create a paper plan.
Organizing papers rarely takes more than 20 minutes a day -- if you keep up with it. Here's a system that can help Elizabeth get on top of hers. At work, divide everything into categories (clients, projects, tasks). Put each category in a labeled folder (use colored ones to help you ID them faster). File the folders where you can easily access them. Attach a note to each that says what needs to be done next (call client, book conference room). This prevents time being wasted shuffling through documents, trying to figure out the priorities.
At home, sort mail daily. Separate it into categories (bills, invitations, school papers). File each section in a multitiered holder, and check every other day to see if action needs to be taken (pay a bill, RSVP to a party).
3. Use the Rule of Two.
By focusing on the two most important tasks in her day, Elizabeth will stop being overwhelmed and will become more productive. She should ask herself, What two items would I take care of if I couldn't do anything else? Once they are finished, she can move on to the next items, and so on. Try it at home and work.
4. E-mail smarter.
Elizabeth wastes hours a day checking e-mail. To cut back, she should:
- Check e-mail an hour after the day starts and log on just four times throughout the day. If this isn't possible, minimize e-mail so it's not front and center on the computer screen, tempting her to drop everything for a new message, and check it only when need be, rather than more than a dozen times an hour.
- Respond to one person's multiple e-mails with a single e-mail at the end of the day -- or at least try to limit it to a few e-mails per person a day.
- Don't check business e-mail after dinner; it eats up valuable family time.
Elizabeth should get a large calendar and hang it in a highly visible place, showing the nights she'll be out, the children's activities and the times, dates and locations. This will help her see at a glance what days and weeks are busier than others, making it easier to say no to functions she doesn't have time for.
PUTTING THE TIPS TO THE TEST
The best tip: "I thought taking ten minutes in the morning to reflect would make me more stressed, because it was one more thing to squeeze in. But the opposite is true. I sit on a yoga mat in my office and stretch and breathe deeply, and then organize my desk before jumping on the computer. I feel less cluttered, and ready to face the day. Ruth's paperwork plan was great too. It was the jump-start I needed to get organized. The first day of my makeover, I sorted through piles of paperwork and created a filing system. Keeping up with mail became easier and less time-consuming."
Post-makeover progress: "While I couldn't follow her exact advice, Ruth's e-mail recommendations did prompt me to rethink the way I make myself available to others. I now turn off my instant-messaging program for hours at a time and cut way back on business e-mail in the evening, so I have more time to spend reading and relaxing with my kids before bed."
The Work-Rules-My-World Woman
Debbie Veney Robinson, 38
Washington, D.C.
Vice president of communications for an education nonprofit
Married mother of 11-year-old daughter
TIME-CRUNCHED SCHEDULE
"My job keeps me ridiculously busy. I travel 40 percent of the week and have an average of seven meetings and 50 new e-mails a day. My home life is nearly as hectic. My daughter's involved with countless activities, like basketball, student council and choir, and I'm often the one who drives her around. I barely have time to go to the bathroom, let alone visit friends and family. When I do see them, I'm irritable and snappy because I'm so tired."
What she puts on the back burner: "I'm two years late on annual exams with my optometrist, internist, gynecologist, dentist and radiologist. I also wish I had room for nonessentials like sleeping in, reading and getting my eyebrows waxed."
TAKE-CONTROL TIPS
Productivity pro: Julie Morgenstern
1. Reprioritize.
Like many of us, Debbie puts work first, herself and her family second. She needs to reverse this approach. Each week, she should carve out blocks in her schedule for exercise, doctors' appointments and downtime, like a manicure with her daughter, dinner with her husband or reading in the bathtub. Once she's set time aside for her family and herself, then and only then should she fit work around it.
2. Say no, and mean it.
Taking on too much, at work and at home, is a big problem for Debbie. She needs to learn to refuse unreasonable requests. What to say:
- "I'd love to, but my weekend is packed."
- "That sounds great, but I'm overbooked. It wouldn't be responsible for me to say yes."
- "You know, that's not my area of expertise. Human resources/the IT department can provide a more thorough response."
Debbie's a perfectionist, so her every task, from writing a report to cleaning the house, takes longer than it should. The 80/20 Rule can help: Only 20 percent of tasks need to be completed perfectly; 80 percent can be good enough. If she's unwilling to do something imperfectly, she should find another person, like a co-worker or her husband, who can do it faster and with less angst.
4. Structure your day.
Ward off interruptions, like impromptu meetings, by creating a work schedule. As much as possible, devote mornings to pro-active tasks such as writing reports, afternoons to meetings and e-mails. Get in the habit of telling co-workers, "I do X, Y and Z during these hours, but we can chat at three." They'll adapt.
5. Always look ahead.
Some days, following a schedule is impossible. To maintain control over the most frantic days, Debbie should take ten minutes every evening to review her calendar for the next two days. By keeping a solid grip on what she must do, she'll be able to stay focused, even if forced to switch gears during the day.
PUTTING THE TIPS TO THE TEST
The best tip: "No became my favorite word. I was amazed how much extra time I had once I said, 'Sorry, I can't do that.' A relative wanted to have a baby shower at my house, which would mean I'd have to reschedule my plans, so I said, 'That doesn't work for me.' It was so empowering!"
Post-makeover progress: "Julie's comment that I put work first was a wake-up call. So I took two Fridays off work for doctors' appointments and a spa visit, which made me feel like a new person. I realized I wanted more time with my husband, so I booked a trip to Prague for the two of us. I also came to the conclusion that my peace of mind is more important than perfection. So I don't freak out if my husband leaves a pile of laundry on the bed, or if my daughter isn't ready for school on time, because getting upset isn't worth the energy. I didn't expect the makeover to have such an impact, but I can honestly say that I'm a calmer, more balanced Debbie these days."
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