I personally maintain balance and organization throughout the year best by writing things down. Years of experience managing multiple people, projects and priorities has taught me, If I don't write it down, I don't do it. Now I love technology that keeps me organized but it actually became tedious to manage multiple online organization system resources (including Outlook, Google Calendar & Tasks, Blackberry, etc.) some of which only worked if I was logged into that particular program on that particular computer. Then one sad day my Blackberry crashed and I lost important irrecoverable data (with the best of intentions I didn't find or make time to backup my phone as often as necessary) and I decided that going forward I wanted to keep all of my important goals, ideas, appointments and to-do's recorded in one place that could move with me throughout the day, eliminating duplicate work and saving me time (my most valuable resource). The 2-page per day Franklin Planner has always been my most effective way to manage multiple life priorities at once. My approach to determining what will be in my calendar each year is a bit unique as explained here. I hope you find these ideas informative and helpful.
VISION CARDS
Four times each year, I sit down and brainstorm add to a list I created years ago called Vision Cards (flashcards work well). It's a simple one-word-per-card list of things I love including my highest priorities, values and joys in life. Once I've run out of ideas, I divide the Vision Cards into the following Life Categories:
- Spiritual
- Home and Family
- Relationship
- Health
- Financial Freedom
- Career and Business
- Friends
- Vacation/Travel
- Hobbies
- Contribution to Larger Society
It is important yet challenging to maintain balance between different areas of life. I use this system to get a better sense of my long-term goals, values and priorities in each area of life. I then honestly rate myself in each Life Category using a simple Green/Yellow/Red system. Green is good. Yellow is o.k. Red is bad. This helps me to prioritize where I most need to focus my attention. If I'm confident that I'm "Green" in a particular category, I may not spend as much time attempting to make change in that area if I have another "Red" area that truly needs more of my time and attention.
Aware that time limits the amount of goals I can focus on accomplishing in any given time frame, the next step in the process is to break each category's goals down into three specific and actionable things to accomplish over a period of time with a start and end goal date. This changes based on what the highest priority items are for that period of time and how long each goal will take to accomplish. I attempt to be realistic, specific and action-oriented when I set these goals always including one or two larger-than-life goals that I know will be more challenging. This keeps me interested by challenging myself to push the limits beyond what "I think" I can accomplish.
I keep a copy of my goals for each area visible in my organizer, reviewing them as I make my daily plans to stay on track. I also review my vision cards each quarter to track progress, adding items as I complete things and/or as my needs/values/priorities change. Not every area requires daily or even monthly focus. For example vacation/travel is usually limited to certain times of the year. In general, any more than three goals at a time in each area becomes overwhelming and I find I'm less likely to stay focused and on target.
Next, I create a schedule of daily/weekly/monthly routines to accomplish these goals that I add to my planner daily. It works best when I review/write my list first thing in the morning and review/write it again right before bed. I add to-do items/brainstorm ideas/notes from meetings to it all day long so it is usually not far from my side.
I have two additional cards that are my personal rules guide. The first one says, "DO EVERYTHING to the best of my ability... no matter what it is!" and the definition to Areté: being the best you can be, reaching your highest human potential. The other rule I've created for myself is, "Say NO when an activity/person does not fall into one of these categories/priorities."
If I am struggling with a particularly challenging goal, I will maintain an awareness that this may be an area of weakness for me, ask for feedback and support from friends, family and other resources and attempt to continue to keep that goal on the list until I accomplish it. Whatever it takes as long as I never give up!
One of the many commitments I've made towards progress this year count is to replace a few of my bad habits with good habits. Changing habits is a difficult thing for all of us. I googled "how to change a habit" and am committed to making my own plans using the techniques in The Habit Change Cheatsheet: 29 Ways to Successfully Ingrain a Behavior. I will be writing down my plans this evening.
I hope that by sharing some of my successful organizational strategies throughout the year, I may help you to accomplish your goals and commitments as well. Whatever your plans for 2012, I am wishing each and every one of you to have love, peace of mind, good health, and prosperity in this new year. May your day and year be bright!
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