Organizing Your Day

One day I was standing in line at a wake to give my condolences to the grieving widow of a former colleague. As I waited in line rehearsing the right words to say, a former colleague stopped to say hello as she was heading back to her seat. We exchanged pleasantries and she expressed her appreciation for me and how much she missed me. She laughed and said “after you left, they had to hire 5 people to do your job”. She went on to explain that I had left a void and that not one person alone had been able to take over my responsibilities. She told me that I should write a book about organization since she felt that it was the reason I could manage and accomplish so much. I laughed and shrugged it off and was thankful for her words and for distracting me from the sad occasion that had brought us to meet that afternoon.

I gave a lot of thought to what she said for a few days but then went about my busy life. That was 10 years ago. Then a few months back, I attended a women’s networking event and the speaker was holding a workshop on organizing your life. The women in the room asked many questions and then a few turned to me asking me to share my way of organizing my life. Once again, I was met with comments on organization. One of the women met with me a week later and told me that she wasn’t kidding -- that she wanted to understand my secret formula for “getting stuff done” for organizing my life. She looked at me very seriously and said “how do you do it?” I once again was faced with the same question and of course I went on to share a few of my techniques. I am a big believer in sharing; if I can help someone improve, then I feel I have contributed.

Since this is a short blog I will share a few key points to organizing my day. This is years of discipline and practice but I will share a few basic tips to help you get started. Whether you are running your own business, in sales, or in a traditional employee 9 to 5 job, you must organize your day to be effective. You must establish a routine and you must stick to it like a train or airline schedule. Can you imagine going to the airport for your 2:00 pm departure and the flight crew didn’t show or the gate agents aren't prepared for you, or catering forgot to prepare the meals? Of course not -- that would be ludicrous! The funny thing is, most people let the schedule run them. There is no sense of organization, no plan, no routine. I do agree that your schedule will shift and change due to different circumstances, just like a flight delay. Occasionally you will experience mechanical failure, hence you get sick, or weather delay, hence off schedule meeting but you will eventually get back on track.

Getting Started
Start by understanding what the key things you need to get accomplished every day are, what pays the bills, what gets you promoted, what gets you recognized. In sales for example, your client appointments should be your priority. Block off the times in your calendar that are dedicated to these activities. How many appointments must you keep to be successful and what are your prime times for this? If you have a structured 9 to 5 schedule, this might be your project times, your call time, your input time.

Next, block off your prep time. In sales, this is important to have a successful appointment. If you are working on a project, this could be your research time.

Next, block off your buffer time to catch small things that creep up during the day. When I finish a meeting and I have follow ups, I immediately go to my calendar and block off the appropriate prep time during the block of time I have arranged. This is especially helpful in prioritizing things since you may not need to follow up on something for 2 weeks and you have another follow up that demands your immediate attention.

I also block off email time. I know we have the tendency of checking emails first think in the morning but keep in mind that your most productive time and creative time is early in the morning. This should be the time you block for your most important tasks; those that demand your best work.

The end of the day, we are least creative. We are tired and our creative juices are drained. Leave the least important work for the end of the day.

Tip
Emails are a distraction. Turn off your notifications when working on a project or during your focus time, put your phone on forward/do not disturb. If you are in a cubicle and lack privacy, invest in a headset and wear it. People will hesitate talking to you assuming you are on the phone.

Personal Time
When arranging your schedule, block off non-negotiables such as evening workout classes, a cooking class you might be taking, your family time, etc. This is also important because if it is written down and in your calendar, you will learn to keep it and not blow it off.

This is a high-level view of how I organize my time. You will find so much value in organizing your day.

Sample schedule

-Bellaria Jimenez

Are You Ready to Build Your Masterpiece? A Synopsis of the book “The Carpenter”

There are so many great books about leadership and mentoring. I particularly enjoyed the book “The Carpenter” since it teaches the powerful lesson of being a servant leader in a short story that most of us building a business can relate to. The story focuses around Michael, a businessman, father and husband that has just collapsed while taking a morning jog due to the stress he has been enduring in growing his business. He wakes up in the hospital and uncovers that the man responsible for saving him is a Carpenter. Michael tracks him down and soon realizes that The Carpenter doesn’t just build beautiful cabinets, he is the builder of people, careers and hope.

The Carpenter guides Michael to viewing his business, his life and his family differently. He mentors him by not telling him what to do but by sharing and listening. He helps Michael to grow by focusing on key principles that help businesses stand out, and truly be impactful.

I enjoyed the many quotes throughout the book that were truly inspirational. I also found an underlying parallel to Jesus being a carpenter and the way The Carpenter touched Michael’s life and changed it forever. “Your optimism today will determine your level of success tomorrow”. I love this quote because as humans we tend to allow negativity to creep into our minds and since the news and other people that surround us can fuel that negativity, it can cause us to forget to focus on all the positives that attract success. “You don’t have to be great to serve, but you have to serve to be great”. This quote is another strong reminder of the importance of being a servant leader.

In the words of the author, Jon Gordon, "regardless of your profession or level within an organization, I want you to know that you don't need a title to be a leader. You don't need a job description, fancy suit or a corner office. You simply need to love, serve and care to influence the people around you and your influence will grow."

Many people say to focus on growing your business and career but I say to focus on loving, serving, and caring and your business and career will grow exponentially. Focus on loving, serving and caring one person at a time and people will be drawn to you and your business, service, school, class, project, hospital, etc.

As women, we are wired to love, serve and care. I encourage to read this book and apply the principles to your business and you will help us continue to build successful women leaders for generations to come.

-Bellaria Jimenez

How to Find Time to Read and Grow

“An education will make you a living, but working on yourself will make you a fortune.” Jim Rohn 

Great Leaders are growing every day. If you look at a baby in the first 4 years of life, you are amazed at how fast they are growing and developing in front of you and you are not as aware of it unless you don’t see them as often. As a leader, you don’t see your own growth much in the same way, but people will notice over time through brief snapshots of your demeanor, actions and decisions that you make when faced with decisive moments. My personal growth has been more pronounced over the last two years when I made a personal goal to read as much as possible. I was never a big reader in school. I considered myself a slow reader, I felt it took me twice as long to read a book then my friends. One summer my best friend and I went to the local library and took out “Willie Wonka’s Chocolate Factory”. Our objective was to sit by her above ground pool and then share a miniature book review session at the end. I was still half way through the book and she had already finished it and was frustrated with my slowness. In many ways, these small experiences turned me off to reading for years to come.

This renewed sense of self development was faced with a new challenge. As much as I would enjoy snuggling up by the fireplace with a book every evening, I have a demanding career, a husband, 4-year-old and aging parents that demand my time every day. When I get to bed I simply pass out. I have no energy nor ability to read. I analyzed my daily routine and had to find time that made sense for me and my life. It was then that I discovered Audible. I commute to work and other meetings and my travel time has become my self-development time. When I listened to my first Audible, I felt that I had been transported back to circle time in grammar school. I could see myself sitting in the circle and loving the experience of listening to a story. I was sold. Since my first Audible, I have listened to over 50 books, many on personal development. I have made it a point to extract at least one idea from each book. I realized that reading and executing on what we learn is one of the most powerful tools we can have. “Personal development is the reinforcement of the obvious.” - John Ellis.

From time to time we will share some of our favorite books and encourage you to grow one day at a time. As I learned from the “10X Rule” by Grant Cardone, I focus every day on just one thing to improve myself, if all you do is grow by 1% every day in one year, you have accomplished so much. When I feel, I have been wronged or a problem is out of my control, I hear in my head Joel Osteen in “The Power of I Am” telling me to let it go; I must focus only on the things I can control. When I face fear that is affecting my confidence I think of Les Brown in “the Power of Purpose.” He describes a man that was terrified of this dog that was always barking and drooling and terrifying him when he walked by this house. One day the dog got loose and began chasing him. When he decided to turn around and confront his fears, he realized that the scary, big, drooling dog had no teeth. We constantly are in fear of things that truly can’t hurt us and that has been a powerful reminder. When I find myself second guessing a decision to speak up, I think of Mel Robbins and the “5 Second Rule”; I count backwards 5,4,3,2,1 set an anchor thought and move.

Recently, I faced an important decision in my career; my life was spinning out of control. The company I had been with for 15 years had decided to sell us and throw us to the curb. At first, my immediate response was to be there for my team. As a leader, I dedicated my time and attention to comforting and reassuring everyone else before stopping to think about my own career. My phone wouldn’t stop ringing between recruiters and those pesky negative people always wondering what you are going to do. The company that took us over had a completely different business model and for my role, it meant taking an incredible amount of risk to purchase my business and become an entrepreneur. Behind door #2, I had many offers to continue a similar path from what I had built as an employee. One night on my drive home when I was just quietly sitting in my car, the book from “Rich Dad Poor Dad” came to my head. When I read that book I recalled feeling such mixed emotions. Everything Robert Kiyosaki described of living life in a Rat Race was true to me but I felt embarrassed to admit, I had a job. Although I had a six-figure income, I was on the wrong side of the quadrant, I was an employee, not a business owner. I was not in control of my career and I wanted desperately shift that. Here I was facing the opportunity, the scary, big, drooling dog, the ability to own my business and I was terrified and paralyzed. So I counted 5,4,3,2,1 and moved. I will now start my new journey as a business owner and I didn’t stop to seek advice from those around me; instead I found the answer within me.

I know I have shared very brief examples of the power of books but these are some of the influential people in my life that I have never met but are responsible for who I am and the choices I make. I ask you to ask yourself, what are you feeding your mind? You will reflect what you put in. If you eat a diet high in fats and carbohydrates and don’t exercise, chances are you will become ill and unhappy. If you feed your brain a daily dose of news, gossip, and talk shows, you will soon see the same output in your behavior and attitude. Garbage in, garbage out. Make a commitment to yourself... READ, GROW and DEVELOP into the true leader you wish to be.

-Bellaria Jimenez

Are you indispensable?

Perhaps you're frequently told—by colleagues at work, family members, or friends—that they don't know what they'd do without you. Of course, it makes you feel important. But perhaps you're being given a bit of a back-handed compliment. Any good manager can tell you that the secret to a smooth running and successful operation is delegating authority.

Maybe you make the world's best lemon pie. And after you're gone, your kids will sit around for decades, reminiscing about what a great pie Mom used to make. But wouldn't it be even better if you had given them the recipe, and they could continue making it for themselves instead of simply dreaming about it?

How much more important are your financial records! Whether you are the only adult in your household, or share responsibilities, think for a moment. If someone had to take over for you in an emergency, would they be able to keep your affairs running smoothly? Here are some points to consider:

• Identify your “backup team.” In most households, there's a division of labor. While that's an efficient system for day-to-day operations, cross-training is important as well. Your spouse or partner should know what you know, and vice versa. If you are the only adult in your household, enlist a trusted family member or friend with the necessary information. If you share a home with a roommate, an elderly parent, or another person unwilling or unable to handle your finances, you might also need to go outside of your household to find your “backup team.”
• List your bills. Start with rent or mortgage, utilities, minimum payments on credit cards, car payments, and anything else you pay on a regular monthly basis. Then add bills you pay less frequently, such as a yearly trash fee, car insurance, or association dues. Also list items you pay on an as-needed basis, like snowplowing, repairs or yard cleanup.
• Create a calendar. Mark down the deadlines for each bill, and when you usually pay them.
• Create a notation. Mark down how you usually pay each bill: by check, cash, credit or debit card? In person, by mail, electronically?
• Provide physical access. Do you have files kept in a desk or filing cabinet? Your backup person will need to know where these are located. Do you have a safety deposit box? Ditto for the keys. Are you the only account holder for your bank accounts? Consider adding your backup person so that check-writing and other transactions may be performed by him or her. Do you keep the business cards of preferred service people? Are they all in one place, and is it clear who does what?
• Prioritize. If money were tight, which bills would get paid before others? Consider this question, and talk it over with your backup person. Also think about what you would do with an unexpected windfall: save it, invest it, donate it to charity, or pay off a debt?
• Practice. Don't just talk about dealing with your finances. You may think you know how to do a thing, but actually having to do it flushes out all the possible problems. So guide your family member or friend through the process. With your assistance, have him or her sign onto your online accounts. Go to the bank together and open the safety deposit box. Make sure the bill statements are understandable to both of you.

And remember, turnabout is fair play. If your partner or spouse handles all or some of the bills, then perhaps you are the one who needs training. If handling the finances is not your regular job, but suddenly fell to you, would you know what to do?

This month, vow to share information, and step through the process of handling your financial business with someone you trust. Even if you go back to your routine division of labor, you'll undoubtedly have become more organized in the process, and you'll have gained peace of mind, knowing that in unexpected circumstances, your affairs can be managed smoothly. That's better than being indispensable any day.

Making Finances Indispensable
While completing this process, you may come to recognize a newfound appreciation of the intricacies involved with managing your financial affairs. Now may be a good time to take a second look at your finances and long term plans and involve your backup in the process. Guidance from a qualified financial professional can help you think about the best ways to plan for the future and manage your money.

Women and Financial Education- What you Need to Know NOW

We don’t graduate students from high school until they know how to read and write, and we don’t give out driver’s licenses to people who can’t pass tests showing they know the rules of the road and how to handle a car.

Yet every day we put credit cards and bank accounts, paychecks and mortgages, stock options and insurance policies into the hands of people who haven’t proven they understand how to use them. These financial instruments are powerful tools—sometimes even weapons in the wrong hands. Understanding how to use them properly demonstrates a high level of financial acumen.

Financial education is rarely taught in schools, although some states now mandate this as part of the curriculum standards. Parents want to educate their children at home, but may lack the confidence or level of understanding themselves. They don’t know how or when to talk to their children or what lessons may be age appropriate. People who understand how money works are better able to make sound decisions in their own lives, not to mention make sense of policies that affect our entire nation and the world.

There isn’t a single approach to making financial education work, but rather try to make it a lifestyle commitment, a long-term goal achieved via a series of small, manageable goals. Here are some steps you can take to achieve that long-term goal:

• Get into the habit of thinking in terms of money. Everything has an economic aspect; start looking for it as you go through your day. When you add a cold drink to your tab as you pay for gasoline, think: “I’m spending two dollars to quench my thirst.” When you remember to register early for the conference, think: “I’m saving a hundred dollars by being organized and reaching a decision quickly.” Becoming conscious of what you spend and why helps you to become aware of your spending habits and of patterns you may want to change.
• Keep track of what you earn and spend. Use a notebook, spreadsheet, personal finance software or any other form that’s comfortable for you. (Most financial institutions and many sites on the Internet offer this software at no charge.) Write down every penny you get or give from any source, no matter how insignificant. Keeping track of your earning and spending in this way demystifies money and gives you a sense of control over it.
• Develop a budget. The money log you’ve been keeping will help you decide how much you need to allot to each category. (Find budget worksheets wherever you found your daily money log.)
• Read about financial topics or attend informational seminars in your local community. Don’t skip over the finance section of the newspaper. Pick up magazines devoted to economics and finance. Even publications for women focusing mainly on fashion or homemaking will contain some articles related to personal finance.
• Familiarize yourself with your pay stubs and billing statements. Do you know what rate you are being charged for credit cards and utility bills? Credit card companies may charge one rate for purchases and another, higher rate for cash advances. Customers with better credit ratings usually get more attractive rates. Utility companies may vary their rates depending on peak or off-peak usage, age or economic status of household members, or other factors. Look for hidden fees and determine if they are necessary.
• Send for copies of your credit report from the three major credit reporting agencies (Equifax, Trans Union, and Experian). You are allowed one free report each year from each agency. Look them over and make sure everything on them is accurate. The U.S. government’s Federal Trade Commission website (www.ftc.gov) has lots of good information about understanding these reports and correcting any errors.
• Ask questions. Are you taking full advantage of your benefits package at your place of employment? If you don’t fully understand your benefits, speak with your human resources manager about them. If you don’t understand your billing statements, call customer service and speak with a representative.
• Educate your kids. Explain to them that money is a finite resource: every dollar spent for one purpose is a dollar not spent—or saved—for something else. Depending on their ages, allow them to make financial transactions. Give them allowances. Sign them up for financial education classes. Resolve to make the whole family savvy about money!