WHY PUSHING TOO HARD IS COUNTERPRODUCTIVE

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For some time now I have been faced with a feeling, and I thought I’d share it with you as you might recognize yourself being in a similar situation.

WHEN IS IT PROCRASTINATION AND WHEN IS IT NOT?

This is how it goes. I have lately been working two jobs as I was quitting one and moving into another one that would allow me to work less and focus more on my own business. I needed to have a good transition between the two, especially financially, so they did overlap a bit. On top of that, I have three small girls living with me every other week.

Normally, I am well organized and know what to do and when to do it but lately, I have found myself procrastinating a lot, not getting things done that I want to get done and letting my systems stay unattended for days, which usually leads to overwhelm and stress for me. I have a lot on my plate and it needs to be organized to run smoothly.

I have felt there is something else to this “procrastination”, something that is telling me that maybe it isn’t procrastination after all. Maybe it is my subconscious being smart. I have been running quite fast for some time and that is all fine, but there need to be time for recovery following a busy period, and I have not given myself that rest. So instead of procrastination, it's actually my system saying “I need to recover, I need to rest, give me a break please”.

WHAT I DID DIFFERENTLY AND HOW IT HELPED ME 

I have now given myself that well needed break. Pausing several projects and taking time for myself. And the result has been fantastic! I am now inspired to accomplish what I need to do, easily and happily. The feeling of struggling is gone. And this is a HUGE difference. Because what happens when I push too hard is that I feel tired, weak and often worried. And when I allow recovery, I feel stronger and I get back the desire to move towards my dreams and conquer my fears.

So anytime you feel heavy resistance towards things that you know are in line with your desires, you need to stop and make sure you haven’t ended up pushing yourself too hard and have stopped listening to yourself and your deeper needs.

Can you recognize yourself in this? When was a time that you pushed yourself too hard? Please head over to my Facebook page and share your experience.


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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


ARE YOUR PASSWORDS SAFE?

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ARE YOU WORRYING ABOUT THE SECURITY OF YOUR PASSWORDS AND YOUR INFORMATION? 

“Hmm…what was that password again, I’ll try xxxx, oh no, I’ll try the other combination, it’s always one or the other, sometimes with an exclamation mark at the end for extra security!”

Do you recognize yourself? I think many do. There are so many passwords we need on a daily basis these days, passwords for the bank, gmail, dropbox, Facebook, twitter, training courses and the list goes on. Either you just use the same all the time or you can have a master sheet with all passwords written down, a notebook, a word file or post-it notes, but how secure is that?

A few years ago I felt a need to find a solution for myself and make sure all my information was secure. After all, there’s a lot of information behind those passwords and I wanted to make sure I kept it safe. I went searching for a solution and settled on using LastPass. I have now used it for many years, both on my Mac and my iPhone. Today I have no idea how I managed to live without it.

Having a password manager like LastPass is an important part of a "central hub". Everyone should have a central hub set up for their business and personal life. 

SO WHAT DOES LASTPASS DO AND WHAT IS IT ABOUT IT THAT I LIKE SO MUCH? 

::  I have access to all my passwords all the time and they sync seamlessly.

::  I can have long, complicated and secure passwords, and different ones for each service. Using your middle name or the pets name just isn’t a good idea. 😉

::  When I am on my computer I don’t have to log in to different sites, I just log into LastPass and search for the service, one single click and I’m logged in! It saves me so much time and makes it very easy as well.

::  I don’t have to come up with secure passwords, LastPass will do that for me.

::  Using a service that is dedicated to protecting passwords feels safe to me.

LEARN MORE ABOUT LAST PASS

LastPass is free. If you need to share passwords with a team you can do so on the upgraded plan for $2 per month. I think that’s a low price for the peace of mind you can get when all your passwords are secure. And again, if you just need the basic functionality that I have described above, it's free. 

For more info about LastPass and how it works, you can visit their website here. If you want help setting up LastPass and transferring over all your passwords, you can find more information about how I can help you on my website.

What do you do to protect your passwords today? Come on over to my Facebook page and let me know. You can access the page by clicking the link here.


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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


HOW PUTTING A THEME TO YOUR DAYS WILL MAKE YOUR LIFE EASIER

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THE PRICE OF SWITCHING BETWEEN TASKS

When you have many things on your plate it can be difficult to focus. You might feel torn between all the different things that need to be done and you end up switching between them. You feel distracted and unproductive and it depletes your energy. Let me give you an example from my own life.

I always have blog posts to write, content to prepare for my Facebook page and Facebook group, marketing to do, prepare other content and trainings, help clients, work in my consultancy business etc. If I try to do a little bit of everything on any given day, I get nothing done and I feel scattered and tired.

There is a better way! I promise! A way that makes life easier and more fun. It’s when we get into a flow that we feel accomplished and satisfied and life is good. And we can only get into the flow when we allow ourselves to focus on one thing at a time.

4 STEPS TO A BETTER APPROACH

1. Put a theme to your days

When you put a theme to your days it can for example look like this; content creation on Mondays, product creation on Tuesdays, client work on Wednesdays, business development on Thursdays and admin on Fridays. You start by making a list of different “themes” of work you have in your business or at work. When you have identified the themes, you decide which day to work on what theme, and set aside time in your calendar.

2. Make a checklist

Make a checklist for the themed part of each day (some days you might only have before lunch themed). Make the checklist as detailed as you can so each task is small and feels easy to start and finish. When you have a checklist that works, you can almost work on autopilot. Each day will have a different checklist depending on the theme.

3. Use a habit tracker

Track the days and the completion of the checklists each day on a paper or with a habit tracker. (“Way of life” is a good one.) For each day that you can check off the completion of the checklist for the themed day, you will feel better and better. The tracking system you set up will give you a great overview of how you are doing. And when you have gotten started, you don’t want to break the streak of checked days. 😉

4. Decide where to do the work

Decide where the best place is to do the work each day. If I go back to my own example. When it’s an admin day I want to be in my home office, but for content creation, I love to sit in a hotel lobby or at a café with some focus music in my ears. I get so much more done that way. If you are not sure what the best place is for you, test and see what works best for you.

Okay, now it’s your turn to sit down and go through these 4 steps and create a themed week. I think you will see an increase in your productivity when you stick to your new plan. 😃

And don’t forget to share what your themed days will look like. You can do that on my Facebook page.


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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


WHY HAVING A "CENTRAL HUB" IS KEY FOR YOUR PRODUCTIVITY AND SANITY

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WHAT BEEING DISORGANIZED CAN LOOK LIKE 

If you are just a bit like me, you have your email coming in on your phone and computer, the tasks are kept in many places, like your calendar, post-its, small pieces of paper etc. You have notes here and there, piles of paper, filing cabinets…and the list goes on. This is very common and it is not a result of you being a messy person, totally disorganized or lazy. Not at all. It is just a result of not having a reliable system, where all the pieces are connected in a simple and easy way that can be trusted; a “central hub” for all your information. You need that easy system and you need to maintain it. That’s it!

I used be like that and I don’t anymore. Now I have a central hub and a system in place. Do I still write a post-it note here and there or put papers in piles? Sure. It is not about being perfect all the time, it is about having a system that works and that removes those overwhelming feelings, that keeps you focused on what matters to you. 

It's also about having a system you can return to if you fall off the wagon, and most of us do at times. Sometimes life happens and we get sidetracked. But if the system is in place, you will get back on track very fast. So let’s dive in.

WHAT IS A CENTRAL HUB AND WHY DO YOU NEED ONE? 

It’s so easy to get lost in the fast paced world we live in today, with information and things to do coming at you from all directions. To just start working on the first thing hitting you and then keep going, will drive you crazy, not to mention making you unproductive, overwhelmed and unfulfilled. At least that’s my own experience.

In fact, when you don’t have a “central hub”, all the information will be floating around and it’s difficult to get an overview and prioritize, delegate, decide what needs to be done and what doesn’t, in addition to not forget things or have them fall through the cracks.

A central hub is a system, a trusted system that can take care of all the information and if you set it up properly and keep it updated, you can trust it and always turn to it. When you do that, you don’t have to feel overwhelmed anymore and you will feel on top of things, relaxed and like you are running the show, instead of the post-its running you! That is truly a great feeling, because that moment is when you can start living your life with real purpose.

WHAT DO YOU COORDINATE WITH A CENTRAL HUB?

Basically everything from email, notes and paper, to tasks, projects and digital files are coordinated with the central hub. All small bits and pieces of information that you have online, offline or only in your head. I bet you have a lot of stuff in your head that you hope you can retrieve right when you need it.

I have come to accept that there is just too much information I need to deal with on a daily basis to be able to remember it and access it when I need it. Instead, I want to put it into my system and know that I can easily and quickly get access to it anytime I need it.

THE TWO THINGS THAT WILL MAKE OR BREAK YOUR SYSTEM

First, you need to set up the system and all the pieces need to be there. If you have a system like a strainer, it’s got holes in it and some things will pass through that shouldn’t pass through, so we need to make sure there are no holes in the system. And it’s easier than you might think.

Second, you need to spend some time every day to maintain your system so you can trust it. You only have to leave it for a couple of days and you will likely start writing things you need to do or remember on post-its again and feel like you can’t trust the system. And those overwhelming feelings will be back before you even realized what happened.

Getting started with setting up your central hub 

Ok, so there are three easy things you can do to start getting the central hub set up.

1. Appointments on your calendar

Make sure that you only have appointments that are time sensitive on your calendar. All random to-dos that you can do any day or that need to be done that specific day should go somewhere else other than on your calendar.

2. Make a list

Make a list off all tasks that you have on your mind and collect them in one place. You can organize them later, just put them in one place, on a piece of paper or in a task manager. Whatever you have that’s accessible and that suits you. I love using Asana for this.

3. Read the mini guide

Download the free mini guide “Just Three Apps” that will tell you about three apps that really help and that I use extensively every day to get more organized and that are part of my central hub. You can download it by clicking here.

Good luck on getting started with organizing your life! And please let me know if you have any questions by coming over and asking them on my Facebook page.


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Click the button below and you will get instant access to the FREE Resource Library. You will also receive my newsletter with trainings, tips and tricks. (And I promise, I will not spam you, ever.)

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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


HOW TO TURN EMAILS INTO TASKS

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Ok, we are going into the topic of email…and for some of you that might feel like a bit of a nightmare, depending on how many emails you have in your inbox. 😉 Fear not!

If you hang out here long enough, over time you will learn plenty of tips, tricks and workflows that will make your inbox less overwhelming to deal with and instead put you in total control. It can be done, and it doesn’t have to be as hard as you might think!

LEAVING EMAILS IN THE INBOX

Have you ever found yourself opening an email and realizing you need to do quite some work on it before you can send an answer? Do you find yourself thinking you’ll just leave it in your inbox and get back to it later? When you do that your inbox just turns into a task manager and that’s not what it is meant for.

It forces you to go back again and again to make sure you are not missing anything. I don’t know about you, but I get stressed and feel overwhelmed, even with a fairly small number of emails in there.

(Before moving on I just want to make it really clear that we are not talking about those emails you can answer right away in a minute or two. Just answer them and file them or delete them. I am talking about the ones that need a bit more work and involve several steps before you can send an answer.)

WHAT YOU SHOULD BE DOING WITH YOUR EMAILS 

I think there is a much better way of handling these kinds of emails that need more work. So instead of keeping the emails in my inbox I forward them to my task manager. I do that for several reasons:

1. I can keep my inbox clean and only keep emails in there that I haven’t gone through yet.

2. It reduces stress because I know I’m not missing or forgetting something.

3. I have ALL tasks that I need to do in one place: my task manager.

4. I can more easily decide on what day to do what task and therefore better plan my day or week.

HOW TO FORWARD YOUR EMAILS

It’s easy to forward your emails to your task manager. This is how you do it, step-by-step:

1. If you don’t have one already, get an electronic task manager. I always recommend Asana because I love it and have used it for years. But there are many other good ones out there as well: Nozbe, Trello, Todoist, Wunderlist, Things, or Omni Focus to just mention a few. Asana is free.

2. Open your task manager and find the email address you should use when forwarding emails to your task manager. If you can’t find it, you can go to the support pages for the app and find out where you can find the email address. When you have located the email address, copy it.

3. Go to your list of contacts whether that is within your email service or your contact book) and add a new contact with the name of your task manager and then paste the email address there.

4. Go into your email inbox. Find an email that is a task that needs to be done later and open it. Click “forward” and find your new contact with the name of your task manager, in my case Asana, and add that as the recipient.

5. Change the subject line to what you want the task to be called in your task manager.

6. Click "send" and move the email to a folder named @Asana (or whatever your task manager is called).

7. Go to your task manager and open the inbox. There you will find the task that you just forwarded from your email. The subject line is the name of the task and the body of the email is a comment.

8. Now you can move the task into the proper project, add a category if you like, as well as put a deadline on it if needed.

Even if your inbox is full of emails and actually needs a major clean up, you can still start applying this to all new emails coming in. Two weeks from now you will have much better control of your email inbox.

You have just taken a big step toward getting more organized. 😃

Good luck, and if you have any questions, head over to my Facebook page and ask them there!


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Click the button below and you will get instant access to the FREE Resource Library. You will also receive my newsletter with trainings, tips and tricks. (And I promise, I will not spam you, ever.)

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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


HOW YOU CAN GET THE FILES ON YOUR COMPUTER TO SORT THEMSELVES

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YOUR CLUTTERED DESKTOP AND WHAT THAT TELLS YOU

Imagine this; you start your computer to get to work and you are greeted by a super cluttered desktop. What does that tell your subconscious? How does that make you feel? You might be one of those rare individuals that never save anything to your desktop, if so great, but I think most people do.

Let me tell you what I did a few years back. I saved screenshots, images, attachments to email and just about anything to my desktop because it was quick (and also because my filing system wasn’t the best) and because I figured I was going to use it very soon. After a while, the desktop on my computer was full of random documents and when I got tired of seeing it I created a folder called “inbox” or “sort later” and dumped it all in there, thinking I would clean it up soon. I never did! And I started all over again.

You get the picture. It wasn’t working well for me. I wasted time trying to find my documents, and even worse it didn’t make me feel good and it made me less productive.

Finding a cluttered desktop on your computer is the same thing as finding your desk in the office cluttered. Today I do things differently. 😃 I am greeted by a clean desktop every day (you can see an image of it above) and it makes me feel settled, calm, focused and powerful, on purpose.

So let’s get started…

WHERE SHOULD THE INFORMATION GO TO START WITH? 

Before I explain how I organize my files on my computer I should say that more and more I put my information into my task manager or into Evernote. The only time I use Word these days are when I write a document that is going to be printed out and shared with others, like a contract. All other notes, posts I write etc goes into Evernote.

Evernote makes it so each to organize as well as find any kind of information. For example, if I remember that I wrote a post about an app called xyz three years ago, I only have to search for that word and the post will come up in Evernote. Super handy. I also share notes with others and collaborate on the content that way.

If I see a website I like, a quote I like, a sales page or something different I want to keep, I put it in Evernote. It is my digital brain, seriously. And it's easier to retrieve stuff from Evernote than my brain.

Hint: Use tags for organizing Evernote in a hierarchical system rather than notebooks and stacks.

I should also say that all emails that I want to keep for reference I forward them to Evernote to keep them there.

I’m telling you this because it makes me have fewer documents to start with that needs sorting. And in order to stop you from saving documents to your desktop you have to have a good structure for your files, so let’s get started there.

HOW TO ORGANIZE THE FILES ON YOUR COMPUTER 

On my computer I have a classical hierarchical system for organizing my folders, looking like this (I think the foundation for this system comes from a bonus module in one of Amy Porterfield's older training):

  1. Finances
  2. Private
  3. Emma Perols Biz
  4. Home
  5. Consultancy
  6. Backups

In the folder for my business I have the following: 

  1. 2017 (Finances, graphic profile, planning & development, marketing, products & programs, projects, content, affiliate promo, legal & contract)
  2. Previous years
  3. Bio, images, testimonials
  4. Screen shots
  5. Back office
  6. Trainings (I have bought)

With this structure in place, it’s easy for me to both save and find me files. That's a great start.

HOW TO EFFICIENTLY SEARCH FOR FILES WITH A CLICK

Most of the time I use an app called Alfred to search my files on my Mac. It's a great app that finds just about anything. All my files on my computer are synced to my dropbox for backup and I can access them from all my other devices as well.

HOW TO KEEP THE DESKTOP MAGICALLY CLEAN WITHOUT EFFORT

And now to how I keep the desktop clean. I have started using the app Hazel ( http://bit.ly/2kgn797 ). Hazel is very smart and you can set rules on how to move things around on your computer. Here are a few examples of what I have set up to happen automatically:

:: Any file on my desktop that has not been modified in the last two hours will automatically be moved to a specified folder (that I have an alias for on the desktop)

:: If I scan a document to my computer that is a pdf and has the name of my bank in it (anywhere in the text, not the file name) it will automatically be renamed and moved to a folder for my bank invoices.

:: All screen captures I do will automatically be moved to a folder, and if I haven't done anything with it for 2 days it will be deleted.

:: My downloads folder will clean up itself due to a lot of rules I have set for it.

These are just a few examples of what you can do with Hazel but it makes a huge difference.

I hope this was helpful to you. Please feel free to ask more specific questions and it will be easier for me to tell you what I do or to help you get it the way you want it to be. 😊 You can ask the questions on my Facebook page


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Click the button below and you will get instant access to the FREE Resource Library. You will also receive my newsletter with trainings, tips and tricks. (And I promise, I will not spam you, ever.)

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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


HOW TO EASILY PRIORITIZE A LIST

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THE PROBLEM OF NOT KNOWING HOW TO PRIORITIZE A LIST

Have you ever found yourself with a list of things to do for the day and you don’t know where to start, what to do first and what comes next? Or you have a list of goals or destinations you want to travel to or something else and you wonder how to go about choosing which one to start with? I have found a way that works really well for me and I want to share it with you.

Imagine a list of goals:
Goal A
Goal B
Goal C
Goal D
Goal E

HOW TO GO ABOUT PRIORITIZING THAT LIST

1. Compare goal A to B and see which one is a win for you and you take that one and compare to C, and the one coming out as the top one gets compared to D, and the one that is a win this time you compare to E etc. You ALWAYS continue to the end, until there’s nothing left on your list. You end up with one goal, let’s say it was goal C. You write down goal C at the top of another list and cross it off the original list.

2. You go back to the original list and compare goal A to goal B again, to see which one is a stronger “yes" for you. DON’T fall into the trap of not comparing them again because you already did the first time. But as soon as one is picked the subconscious might value things differently. That has happened to me over and over again. So diligently go through the whole list like you did the first time and listen for the answers once more, like you had never asked the question before. When you have gone through this process a second time you will have a new goal at the end that you can write down in second place on the new list.

3. Now it’s time to go back and do this a third and fourth time until all goals on the list are transferred to the new list.

4. You have ended up with a list of all the goals in the right order. It might not be what you expected. My mind and my subconscious seldom pick the same order. 😉

This is a powerful process that will bypass your mind and connect with your subconscious and therefore be more accurate according to the bigger picture of things.

The process might seem daunting or time-consuming, but very soon you will get fast at deciding when you get to know your own inner signals for yes and no.

Good luck with prioritizing!


Get your free resource here

Click the button below and you will get instant access to the FREE Resource Library. You will also receive my newsletter with trainings, tips and tricks. (And I promise, I will not spam you, ever.)

Resource Library.png

HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!


IT'S CRUCIAL YOU BACK UP YOUR COMPUTER FILES

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WHY YOU NEED TO BACK UP YOUR FILES 

I just got off a coaching call with a client and I want to remind you all to have good systems for backing up your computer. It's crucial!!! What if your computer breaks, get's stolen etc? It will all be gone. 🙈

Today with all cloud services, it's quite easy to get that sorted. 

STEPS TO TAKE TO SORT IT OUT

1. Create an account with Dropbox

Create an account with Dropbox (www.dropbox.com). You will need a paid account to fit all info in there (including images and videos). The cost for the premium account is $99 per year or $10 per month. It's a low price for sleeping well at night and knowing your documents are secure. 😉

2. Download the desktop application

Download the Dropbox desktop application by going to their website again and in the top right corner it says "download the app". Do that!

3. Create and account

It will prompt you to either sign in or create an account. Do that. Once Dropbox is installed on your computer, you’ll notice a new Dropbox folder on your hard drive.

4. Add files to the Dropbox folder

Add files to your Dropbox folder and Dropbox will sync them with your account online. You can also access these files when you sign in to your Dropbox account on any computer. Move ALL files from your "documents folder" and other folders you want to sync on your computer. Also, make sure there are no documents on your desktop because they will not sync.

5. Sign in on your mobile devices

Once you’ve installed the application and signed in on your mobile devices, your files will appear in the Dropbox folders there, as well.

You can access your files from anywhere and you also know they are backed up.

Now you can sleep well at night again!!! 😀


Get your free resource here

Click the button below and you will get instant access to the FREE Resource Library. You will also receive my newsletter with trainings, tips and tricks. (And I promise, I will not spam you, ever.)

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HI! I'M EMMA PEROLS

I love helping busy women who feel overwhelmed by their businesses put good systems in place. With many years of management experience, combined with my love for systems, apps and smart setups, I know the running of your business can be easy, simple and fun again. Let’s optimize your business together!