Do you ever wonder how some business leaders are so productive? They are incredibly busy, yet accomplish what they want in less time than many others. As a Professional Organizer, I’m lucky to meet many inspiring individuals who fall into this illustrious category. In this Productivity Pointers from Productive People segment, I am pleased to interview Tamara Brooks, co-owner of October 17 Media, to learn what makes her so organized and successful.
What are the biggest time wasters in your life? What do you do to manage them?
Hello, Facebook! Do you ever notice how you’re killing time and that app just pops open, and you find yourself in some endless video feed watching BuzzFeed videos? Now, I’ve trained myself not to check notifications on my phone and instead just go to the pages I manage to check for activity. I only check Facebook when I’m on a computer (not my phone), and usually, I’m eager to get work done if I’m on a computer, so this has significantly decreased my time-wasting. If I could, I’d delete the app from my phone entirely if I didn’t need to use it for work.
Tell us about your everyday “essentials” for business (e.g. smartphone, apps, virtual assistant? etc.).
I have a list of apps that I use to streamline my business life!
Shoeboxed turns receipts into data. It’s a subscription service that scans and organizes my receipts and business cards for me. It connects directly to my accounting software for reconciling. I shove my receipts in a big yellow envelope and mail them off. Also, I can forward any receipt emails I get to my ‘account’ with them, and it automatically organizes and compiles them.
aText is a typing accelerator. I was writing the same things in emails over and over again, and it was driving me bonkers. At first, I just had a draft note that I copied and pasted from but sifting through for what I needed became annoying. aText allows me to use abbreviations for frequently used phrases that I define. For example, if I type “HostingLinks” (no spaces), it will automatically populate the area I’m writing with my recommendations for web hosts and all the details the text I want to share that’s related to that.
How do you manage and organize yourself electronically (online, smartphone, computer)?
I’m 100% Apple so things just sort of sync with iCloud. Yes, I pay for the subscriptions, but it’s worth it. For documents, I’m a fan of Dropbox. They have an app for the iPhone, and all my files are synced automatically with their app. I have a copy wherever I go, and it’s just good practice to back up your files digitally and on a local hard drive.
How do you organize and file your paper information?
Other than the ways I’ve noted above for business, I have one tip that’s good for personal! I found it onerous tracking warranty receipts. So, I created a special Dropbox folder dedicated to this. I take a photo of the warranty and use its ‘scan’ function when I take a picture. When I need to find a receipt because my dishwasher is broken, this digital ‘search-friendly’ solution is better than a filing cabinet.
What’s your top tip for staying organized & productive?
Many times we don’t complete tasks because we think of something else. I’ve started to put little notepads in various places where I need to stay focused. If I’m able to record that “thing I have to do,” when I’m working on a client’s proposal, it means that I can complete my task without fear of forgetting that “thing I have to do.”
With a busy life full of kids, homeownership, and running a business, sometimes my to-do list gets a bit crazy, and it’s easy to run around like a chicken with your head cut off. The best thing you can do is finish your task and finish it right so that you don’t have to come back and do it again.
What do you do to achieve work-life balance?
I usually take Friday off to be with my kids. I still “work,” but it’s more of a responsive day and not an active one. Additionally, I try to schedule work activities wherever possible. I often take calls with staff and familiar clients while doing a walk. I listen to business podcasts on my runs, and when my kids are in sports, I often pull out my phone and answer emails.
That doesn’t sound like balance, does it? Where it helps is that when I’m done, I can fully concentrate on being in my life. If nagging emails are all responded to, I can focus on the present rather than the email I need to send.
Learn more about Tamara Brooks. Read more productivity pointers from productive people.
