Solopreneurs and Freelancers – Is Your New Year’s Resolution to Get Organized and Productive?

GTD Basics – Methods for Reflecting and Weekly Reviews in LifeTopix

LifeTopix is an all-in-one productivity app for iPad and iPhone. We have many customers who follow David Allen’s Getting Things Done® (GTD) method and use LifeTopix to stay organized and productive. Many of these customers ask about the most efficient ways to use LifeTopix for GTD® and our best practices.

GTD, LifeTopix, Reflecting and Weekly Reviews

David Allen rewrote the “Getting Things Done” book for 2015 and beyond, which was originally published in 2001. In addition, LifeTopix has evolved since we first published the popular post, “Best Practices for Getting Things Done – Weekly Review” in 2013. We strive to keep our customers up-to-date and hope you enjoy the new information we’re providing for you today.

We previously published three posts described below. We encourage you to read those posts before diving into this one:

Master Reflecting and Weekly Reviews

In Allen’s book, “Getting Things Done,” he dedicates a chapter to “Reflecting”. In this chapter, he stresses that you must review your system on a regular basis to ensure it is current and functional. He describes what to look at and when, and he communicates the power of the “Weekly Review.” The video below explains, in detail, how you would use LifeTopix to perform the actions he describes in this chapter of “Getting Things Done.”

Watch the Video

More to Come

In the next few weeks, we’ll be posting more videos and tips to assist you with utilizing LifeTopix for GTD. Please subscribe to the Life Blog to stay up-to-date.

GTD® and Getting Things Done® are registered trademarks of the David Allen Company. LightArrow Apps are not affiliated with or endorsed by the David Allen Company.

GTD Basics – Methods for Clarifying Actions and To Dos in LifeTopix

LifeTopix is an all-in-one productivity app for iPad and iPhone. We have many customers who follow David Allen’s Getting Things Done® (GTD) method and use LifeTopix to stay organized and productive. Many of these customers ask about the most efficient ways to use LifeTopix for GTD® and our best practices.

GTD, LifeTopix and the Clarifying Phase

David Allen rewrote the “Getting Things Done” book for 2015 and beyond, which was originally published in 2001. In addition, LifeTopix has evolved since we first published the popular post, “Best Practices for Getting Things Done – Processing” in 2013. We strive to keep our customers up-to-date and hope you enjoy the new information we’re providing for you today.

We previously published a post about how to capture and collect all the things that are in your head and how to get them outside your head in LifeTopix. It is titled “GTD Basics – Methods for Capturing Items in LifeTopix.” We encourage you to take a look at the previous post before diving into this one.

Today, we’re covering what to do with actions, projects and to dos that you’ve collected after you decide what they are and what you want to do with them. In David Allen’s book, he refers to this phase as “Clarifying.”

Watch the Video

Important Information About LifeTopix Integrations

We understand that many of you want to use LifeTopix at the office and you want to ensure that it works with the applications that you commonly use. This is why LifeTopix is integrated with many of your favorite apps and applications. You can access docs, tasks and notes in LifeTopix from Dropbox™, Google Drive or Box™; Toodledo®, Asana™ or Google Drive; and Evernote® or Toodledo®, respectively. And LifeTopix works seamlessly with iOS calendars and reminders.

More to Come

In the next few weeks, we’ll be posting more videos and tips to assist you with utilizing LifeTopix for GTD. Please subscribe to the Life Blog to stay up-to-date.

Learn about the next phases: 

GTD Basics – Methods for Organizing Actions and To Dos in LifeTopix

GTD Basics – Methods for Reflecting and Weekly Reviews in LifeTopix

GTD® and Getting Things Done® are registered trademarks of the David Allen Company. LightArrow Apps are not affiliated with or endorsed by the David Allen Company.

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8 Common Time Management and Productivity Mistakes That Moms Make

 

Mom and Baby

In our modern world, we have demands on our time that our parents’ generation never even dreamed about. Our children have more challenging schedules; school is more competitive than ever before; and the modern digital world presents distractions that would have been science fiction in our parents’ time.

If you feel like you don’t have enough time in your day and you’re struggling to stay on top of things, keep reading to learn about these 8 mistakes that you might be making.

1. You Spend Too Much Time Online

We’re fortunate that we have access to information anywhere and at any time. However, the availability of information is a mixed blessing. According to the 2014 Millennial Mom Report, Millennial Moms spend nearly 8.3 hours on a typical weekday using digital media. This includes tablet, smartphone, laptop, TV streaming, radio and television. And the Gen X moms are not immune. They’re right behind them with an average of 7.4 hours of daily media use.

As you probably know, once you get online you can fall down a slippery slope. You pop on Pinterest to see if there’s a new recipe for a Gluten-free, Paleo stew and before you know it, you’re bombarded with beautiful and enticing photos of DIY projects, summer outfits and new hairstyles. You’re sucked in and suddenly you’re at the hardware store purchasing the materials to make a Mason jar chandelier.

It’s interesting that parents limit the screen time of their children; however, many are not setting the limits on themselves. Think about the amount of time that you spend plugged in. You might find that your time could be spent more productively elsewhere.

2. You Don’t Make Time for Exercise

Many moms don’t make the time for exercise because they’re busy with their career and parenting. Again, according the 2014 Millennial Mom Report, on average, Millennial Moms spend -0.8 hours a day exercising. If you’re a regular exerciser, congratulations, you can skip to the next section!

What many moms don’t realize is there are hidden productivity benefits of exercise. Exercise doesn’t just provide weight loss and health benefits, such as reducing the risk of diabetes. Getting fit also improves energy level, alertness and might also prevent sicknesses by boosting the circulation of white blood cells.

Think about how you could carve out an extra 30 or 60 minutes a day. Take a brisk walk or a bike ride with your kids and find a gym with a fun daycare. Take a run while your child is at a piano lesson, rather than checking Facebook or Pinterest. Think about other creative ways to make exercise a priority in your life. The productivity results will be amazing!

3. You Over Schedule Your Kids

I’m sure you’ve read about the possible dangers of over-scheduling kids. They get burned out, stressed out and cranky. But what about the moms who schedule, organize and support all of these activities? They aren’t immune to the same effects. An overly busy schedule can consume a considerable amount of time in many moms’ lives. Between tutors, sports, music lessons and other activities, moms spend numerous hours supporting kids’ events. It takes a toll on health and sucks away time that could be used more productively.

This doesn’t mean that you should eliminate stimulating activities. Find a healthy balance. Ensure you have a support system. Take turns carpooling with other parents; divide and conquer with your spouse or partner; and elicit the help from older children. If you still can’t find the time to prepare a healthy dinner and your kids are finishing their homework past 10:00 at night, it’s time to re-prioritize these activities.

4. You Do Everything For Your Kids

Out of all of the items listed here, this is the one that I’m most guilty of. As a busy working mom, I sometimes find it easier just to take care of things myself then to teach my son to do it. Big mistake.

It’s likely that you’ve heard the Chinese proverb, “give a man a fish and you feed him for a day; teach a man to fish and you feed him for a lifetime.” The same is true for our kids. Teaching them life skills such as doing dishes, choosing their clothes, doing laundry, learning to drive, taking care of pets, making beds, etc. frees your time and teaches them how to be responsible. Of course, it can be frustrating at first – especially when your son chooses to wear superhero tights with a tuxedo jacket to school. However, you’ll pat yourself on the back when they’re packing up boxes and heading to college.

5. You Make Mental Lists

When you’re a busy parent, it gets harder and harder to keep up with the demands on your schedule. And when you’re relying on memory alone to keep things straight, items are bound to fall through the cracks. The human brain is only equipped to remember a few things at a time. And it’s also a well-known fact that trying to remember too many things can lead to anxiety and stress.

If you haven’t started using a calendar, day planner or personal organization app on your Smartphone for managing your schedule and keeping track of to do lists, then get started today. Being free of mental clutter takes a huge load off of your shoulders.

6. You’re Ignoring “The Cloud”

I discussed mental clutter above, but what about physical clutter? Physical clutter also negatively impacts productivity. Physical clutter in the form of papers messes with your focus, which makes you less productive. An easy solution to paper clutter is to take advantage of “Cloud Storage.”  If you don’t know what “The Cloud” is, don’t be embarrassed. In fact, according to Citrix, when they surveyed respondents about it, 29% responded that it is a “fluffy white thing” in the sky.

If the Cloud perplexes you, you’re not alone. Without getting technical, it’s essentially an infrastructure of servers (computers that provide data to other computers) that all work together to deliver services to you over the Internet. When you upload files to the Cloud, you’re storing them elsewhere, instead of on your local machine.

Cloud storage is provided to you for free for personal use (until you run out of space). You can take advantage of services such as Dropbox™, Box™, OneDrive™ (SkyDrive) and others to store your important scanned papers. You simply scan, copy and upload those files to the Cloud. It’s actually extremely easy to set up and utilize.

You’re probably wondering how the Cloud is going to save time. Unlike your filing cabinet, Cloud storage opens up the ability to better organize and search using keywords for quick access to files. Not to mention, it clears up the clutter in your home, which frees your mind.

7. You Drink Too Much Coffee

Before writing this post, I asked my teenage son what time management mistakes that he sees moms making. He surprisingly answered, “they go to Starbucks too much.” This made me think about the impact of caffeine on productivity. Caffeine is a double-edged sword. Sure, it wakes you up and may help you focus. However, coffee is a stimulant so it can keep you up at night, which leads to lost productivity. In addition, caffeine dehydrates you, which depletes your energy. If you’re overdoing it, start replacing your afternoon coffee with herbal tea or water. Make sure to stay adequately hydrated to keep your energy level up.

8. You’re Not Planning Ahead

After working in the tech industry for many years – dealing with aggressive deadlines and startup schedules — I learned a thing or two about the best ways to conquer a project. In my opinion, one of the most rewarding and challenging projects you’ll ever face is raising children and running a household. So why not treat it like you would any other project?

In tech, the Agile Methodology is a very popular project management technique. Two excellent takeaways from the Agile Methodology, which you can apply to getting things done at home are ”Planning Meetings” and “Review Meetings.” For example, take the time to conduct a family meeting once a week to plan the activities of the upcoming week and to also reflect upon what went right and what went wrong during the previous week. Discuss meals, shopping lists, activity schedules, homework and career commitments. Your family life will run more smoothly and you’ll get more things done.

Your Turn

Are you making any of these mistakes? What are the roadblocks that keep you from getting things done? Comment and let us know!

This Is How We Roll Thursday Feature

An All-in-One App for Trip Management

Trip Management

Going on vacation can be fun, but keeping track of the details can be a nightmare. Many of us use a bunch of reservation sites with different logins, find places online we want to visit and still have to remember all the things we need to pack. Not to mention we have friends, family and coworkers that we want to visit and share travel details with.

At LightArrow, we believe there’s a better way to organize trip details — all in one place. LifeTopix for iPhone and iPad gives you an effortless way to coordinate the details of your trips. Watch the video below to learn how.

Learn How Trip Management Works in LifeTopix