Slaying Stress With Structure
WHO REALLY NEEDS STRUCTURE?
The short answer: EVERYBODY. It will look different for each individual, however. The point is that creating structure in the place of chaos will reduce the stress that comes with the uncertainty of not knowing the who, what, when, where, why and how of something. Systems and tools work because they allow us to cease relying strictly on our brainpower. In the book Getting Things Done by David Allen, he talks extensively about the difference between what we try to manage in our minds versus what we take out of our minds and allow an external system manage instead. The late CEO David Kekich said that "[a]nxiety is caused by a lack of control, organization, preparation and action." Keeping ideas, plans, lists, projects, appointments, tasks and the like in our thoughts only take up space that is intended to allow us to visualize our wildest dreams. Instead we increase stress by carrying around items that we have yet to act on. And yes, just thinking about organization can be overwhelming especially when you are keenly aware of just how much you will have to organize and how long it will take. It can be very tempting to reason that taking time to organize only detracts from getting some of those items accomplished. But even if that is partially true, we also know that organization will make life easier to manage. So, it all starts with making the conscious decision to take the first step. That could be reading Allen's book for a strategy or hiring help. But whatever you decide, be assured that your stress levels will decrease once you start. And regardless of how you do it, the three easiest ways for business owners to get more organized and reduce stress are:
Digital Organization/Technology
Streamlining and Decluttering Physical Workspace
Time Blocking and Prioritization
Digital Organization Technology
In a digital age we have just as much (if not more) digital "stuff" as we do physical. From photos, documents, spreadsheets, emails, slide decks, etc. we have plenty to organize. It helps for us to leverage tools in order to better manage these items because as the volume grows, it is much harder to quickly and accurately access digital information when it is not placed within an accessible structure.
Cloud Storage - Because of the volume of items and the ability to access digital files on any device, cloud storage is a no-brainer. Options range from free to nominal monthly fees that fit most budgets. The key is making sure that whatever you choose has the capacity to accommodate your storage needs for the foreseeable future. (Google Drive, OneDrive, Dropbox, iCloud)
Project Management Tools - Teams and projects need tools for collaborative and timely management. Keep track of meetings, notes, project deadlines and timelines with ease. Many options are available for a fee with some offering a basic version for free. The key is to know what capabilities you need for the platform and try a few to see how they work for you. (Trello, Asana, Microsoft Project, Monday)
Communication Platforms - You have to communicate with your team, clients, partners and others. Whether it is regular meetings, intake calls, interviews or presentations, having a reliable platform is very helpful. (Zoom, Microsoft Teams, Slack, Google Meet/Chat)
Streamline and declutter physical workspace
My life changed when I realized that clutter gives me anxiety. It literally forced me to declutter and maintain more of a minimalist style of decor in my home and office space. What is revealed to me is that clutter was simply a representation of internal chaos turned external. When I'm doing well with organization and keeping spaces clean, I'm usually doing better with my thoughts, emotions and not feeling the crushing pressure that comes with losing control of my many responsibilities.
Declutter - This doesn't necessarily mean you must arbitrarily get rid of everything you own. One recommended approach to decluttering is simply tossing anything that is not essential. Once you are able to eliminate trash or broken items that you never will fix or are no longer needed, you can focus on thoughtfully arranging what you access most.
Organize Supplies - The first step to organization is making sure everything has a home. When you do this (and stick to it) keeping things tidy is so much easier. Containers of all kinds can be used to house your belongings but also make storage more effective as well as boost the esthetics of any space (which can also reduce stress).
Digitize Documents - When you can, consider converting paper documents to a digital format instead to decrease physical clutter. Also, be sure to find a management system (Google Drive, Adobe Scan, OneDrive) that works for you before you convert too many documents and create another overwhelming act of decluttering those items, too.
time blocking and prioritization
Our most scarce resource is time so it's no wonder that wasting it can add so much stress to our lives. Just like money, it is easier to manage time that you have already allocated for a specific purpose. Though some do not like the idea of planning out every aspect of their schedule, the fact remains that we do have to make time for what we deem important because it will not occur by simple coincidence. So, here are some methods to increase your intentional use of time.
Time Blocking - Designating tasks by type and at a time of day/week that work best for you is key. If you tend to have lower energy at a certain point in the day, avoid scheduling presentations or important meetings at those times. Also, you can be strict or as liberal as you want. Some prefer blocking time more detailed by project ("Finalize report details for weekly meeting") while others prefer a more vague and larger block of time to work on multiple similar projects in random order ("Administrative Time": which can include answering emails, returning phone calls and setting new appointments). Digital calendars can make this extremely easy to manage (Calendly, Microsoft Outlook, Google Workspace).
Prioritization - Determine which items on your list will create the most impact for the least amount of time (Pareto Principle or 80/20 Rule). This may require actual research on your part where you revisit past meeting notes, client projects and your calendar to examine the data. Ask a few questions such as: what deals have been the most important in the past? why were they successful? what was different about them and those that weren't as successful? what can be done differently? Also, consider what you can delegate in the future to make more room to execute more effectively.
Single-Tasking - No, that's not a typo. Yes, multi-tasking has been encouraged for what seems like forever. Unfortunately, research has found that we're really not that great at multi-tasking. It reduces our productivity and increases stress which does not make us more effective. So, take the time and attention to focus on what you are working on. Being present is beneficial in that it helps us to complete tasks that are higher in quality that we can be proud of.
This may seem like a lot of things to do but the outcome is absolutely worth it. Imagine having important deadlines looming but only feeling the normal level of anxiety and excitement to present quality work on time without the added stress of relying on faulty or invisible systems that will ultimately fail you somehow. Nothing is ever perfect but when we can eliminate as much margin for error that we can, that is always a win. It's not a one and done but when you implement trusted systems and maintain them with periodic assessment, you're setting yourself up for more victories than failures. Intentional Professionals wants to be there holding you accountable through your process of creating structure. Book a Strategic Consultation to find out how we can assist you in your journey of less stress and more success.
Sincerely,
-M