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 Jacki Hollywood, Virtual Assistant at Productively Organized, to learn what makes her organized and successful.

What are the biggest time wasters in your life? What do you do to manage them?

I don’t believe in “wasted time.” The time I spend walking my dog ten kilometres per day keeps me fit and healthy. Spending time with family and friends is essential to mental and emotional health. I have a couple of iPhone game apps that I should probably spend less time playing. I use my iPhone’s Screen Time monitor to cut me off.

Tell us about your everyday “essentials” for business (e.g. smartphone, apps, virtual assistant? etc.).

My Tracker from Timeular is essential. The stylish octahedron sits on my desk and connects to my computer via Bluetooth. It allows me to easily track the time I spend on each client’s work and download the report into a spreadsheet, so my invoicing process is super easy. The smartphone app allows me to track time on the go if needed. Another essential is 1Password password manager. I have to access client accounts, so having all their passwords in one place and keeping them secure is very important.

How do you manage and organize yourself electronically (online, smartphone, computer)?

I use Apple products that sync very nicely through iCloud. I could not survive without the Reminders app. I create a list for each client and enter all their information, such as deadlines for projects, repeating events for the blog, and social media posting dates. Each morning when I open my Reminders, I can easily see what I need to do during the day.

On the family side of things, we share Reminder lists. I can add items to my husband’s list or the children’s lists without sending them dozens of text messages to tell them to do something and see if they did it.

Keeping electronic documents in order is essential. I use both Dropbox and OneDrive, depending on the client’s preference. I created shortcuts on my desktop so that when I click on “Bob Smith,” it takes me right to his folder, and I don’t have to remember which cloud service he is using. Each client organizes documents within their folders a certain way, so we discuss what works best for both of us.

How do you organize and file your paper information?

I have no paper information with my business because all of my work is online. Clients sign contracts with Adobe Sign. Invoicing and billing is processed electronically. I built an electronic filing cabinet on my computer, so I file electronic documents as I would file paper documents using generally accepted recordkeeping practices.

5. What is your top tip for staying organized & productive?

A reminder/to-do list is essential. The next important thing is to break your week down into blocks of time. This article on Time Blocking from Make Use Of explains the concept well. For example, I schedule an Admin Monday. I clean the entire house, do the family finances, and do any other minor household projects on Mondays. I also work on the administration side of my business, such as invoicing, billing, and updating my website. I do not do any admin work during the week unless necessary. This leaves the rest of my week open for billable hours.

6. What do you do to achieve work-life balance?

When I am working, I work. When I am not working, I don’t work. Many people, especially those raising children, feel like they should be working when they are at home and home when they are at work. Schedule a block of time and focus on the work I need to do in that block. I can only focus on a task for about one and a half to two hours. After that, I need a break, and the dog needs a walk. I do two hours of productive work, and then I can enjoy the fresh outdoors with the dog for about 20 minutes – guilt-free.

Learn more about Jacki Hollywood. Read more productivity pointers from productive people.