How would you structure your overseas business?
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You take a look at your full to-do list and think to yourself: How am I supposed to do it all? You have done important preparatory work and thrown off the list that which is not really essential.
The challenge is still to organize yourself well, not to get bogged down with all the to-dos and to waste valuable time and energy.
Blind actionism in your ToDos and just working on it is usually not the best solution.
Planning everything down to the smallest detail, however, is not an option either.
So what's the best way to go about keeping your to-do list under control and working through it? How do you best organize and structure your tasks? So that you can keep track of things, enjoy your work and do the whole thing as calmly as possible.
The solution is to create your own personal, very individual system and good habits with which you can implement all your tasks, appointments, to-dos simply, efficiently and effectively. And in the end you are not exhausted, but relaxed. And find time and leisure for everything that is important to you in addition to your business, whatever that is for you.
"Compared to the ability
to organize the work of a single day in a meaningful way,
everything else in life is child's play. "
Johann Wolfgang von Goethe
There are so many different approaches and techniques in time and self management, and they all sound great. That's the theory. However, many of these well-known techniques either do not survive the practical test or only with great difficulty and effort.
My favorite example at this point is the well-known time management recommendation Eat the frog first in the morning. If that doesn't mean anything to you: It is the request to do the most difficult and most important task of the day first of all - before you do other, perhaps more pleasant, things.
Why should you have breakfast of all things a frog? This formulation was based on a quote from Mark Twain:
"Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day."
In other words, if you do the worst thing first thing in the morning, it can't get any worse.
A “nice” idea in theory, but for me that's nothing at all! Because I prefer to have something “delicious” for breakfast - as a meal and as a first to-do item.
My morning time is sacred to me, because that's when I'm the clearest and most creative. That's why I like to write first thing in the morning. For example blog articles like this one. And I'm definitely not devoting myself to accounting or tax issues (which would be the "frog" for me in this case).
I don't mean judgmental. Maybe you think bookkeeping is great and writing is stupid. That is perfectly fine - because what the "worst" is, of course, everyone can decide for themselves.
That also means if "the frog" works for you as a first meal - then yeah ... please have him breakfast. Ultimately, it is important that we get our tasks regulated and done, as relaxed and focused as possible.
We want our tasks to be regulated and done.
And as focused and relaxed as possible.
What I'm saying: time management and self-management techniques are great, but they don't always work. Why? Because we humans differ considerably in our lifestyle and work style, in our strengths and weaknesses and in the demands from the outside world. This means that everyone can only develop their own system that suits them.
How do you develop your own system and your personal work structures now? By trying things out, for example common time management methods. Try them out, see if it works for you and adjust them for you if necessary.
I am going to introduce you to a system of how you can structure all of your ToDos simply and cleverly. Use them as a starting point or starting point. Your job is to test them, to experiment with them. Until you have developed your own approach that makes you feel good.
The following 8 ways are based on that Zen To Done System by the American blogger Leo Babauta, I have supplemented you with my own experience. Use this as the basis on which to build your own system.
8 ways to structure your tasks in a meaningful way
You need an overview of what is coming up in order to use your time and energy wisely. And you need to be sure that you are not forgetting anything important. That relaxes a lot.
Therefore, collect all of your tasks, appointments, information and ideas in writing. In writing to clear your mind. My absolute recommendation: Use only ONE task list and not a Post-It here, a scribble there, an Excel list or an app there.
Find the right tool for you for your appointments, tasks and notes. It is crucial that you really enjoy working with it, that you are familiar with it (if it is a software program, for example) and that it is easy to use. It doesn't matter whether it's the notebook and pen or the latest to-do list app. It is more important that you only use ONE tool if possible.
I recommend you keep the appointments in a calendar and the tasks separately in a task list. For a good overview, divide the tasks into meaningful categories, for example into projects, company areas or according to context such as errands or phone calls. I have described how you can best proceed in this article: How you can keep track of all your tasks and implement them successfully.
I always collect ideas separately and not during the actual tasks. Because the ideas are not concrete to-dos, but things that you could do at some point.
Process your tasks and information continuously. By that I mean that you make decisions about what to do and then actually do it: For example, edit it immediately, write it down on the task list for later, delegate, archive or throw it away.
This means that every process that arrives at you via your e-mail inbox, via your to-do list, your physical inbox or by whatever means, you only pick up on it once and don't leave it unfinished or halfway done. I have described the exact technique for this in this article: 4 questions for a tidy desk and a clear e-mail box
Find the time window that's right for you to tackle things and get things done. It's better to break the tasks down into several smaller steps that you can complete. This gives you a feeling of success and motivates you to keep going. Too many open projects and “loose ends”, on the other hand, consciously or unconsciously cause stress and do not let your brain relax.
Find a planning system that works for you. This means that you set the planning timeframe that suits you, for example 90-day goals as well as weekly and daily planning.
I also recommend that you only ever plan for the coming week or the next day. Your advantage? You can react more flexibly to the unforeseen and at the same time have everything current in view.
When planning, take into account your overarching corporate goals, the fixed dates and your individual to-dos from the task list. Plan realistically and rather conservatively, because experience shows that we overestimate the time that is available to us every day. And at the same time we underestimate everything that we can achieve over a longer period of time.
You can find more tips for relaxed planning in this article: 33 Tips for relaxed planning that will make your business easier.
what we can do in one day.
what we can do in a year.
Define your daily or weekly focus tasks and give them priority. The focus tasks are the things that provide you with real added value in the long term and bring you a little closer to your goals - that will be something different for everyone and also vary from day to day or week to week. The remaining tasks that are not in focus and still need to be done are cleverly built around them.
Focus also means that you are really focused on what you are doing and not getting distracted. Always plan undisturbed focus times in your daily routine. This is so important for your creativity and the quality of your work.
Here you will find even more methods that effectively support you in your productivity: Get out of the hamster wheel: Methods and routines for clever self-organization and more time in business
Find out for yourself in which way, in which environment and at what time you can do which tasks best. This is where your biorhythm comes into play. For example, early in the morning I can do the things that challenge me mentally very well, other people are fitter in the evening.
Find out how and when you can best get into the flow in order to be able to do what needs to be done as relaxed as possible and at the same time with all your energy.
If we keep postponing certain things or they are particularly demanding on us, it may simply be related to the fact that the chosen framework conditions, for example the chosen time of day, are not suitable for this type of task.
You can find more practical tips in this article: My 8 best tips for more zest for life in your business
We often feel overwhelmed and stressed because things are too complicated or simply too much. Sometimes it helps to think about something and "rearrange" it for five minutes instead of following the same awkward routine for five years.
Get in the habit of questioning yourself, your processes and tasks on a regular basis: What could you possibly simplify? Which tasks could you delete completely or organize differently? Also think of everything that you have committed yourself to at some point (and that may no longer be necessary). Don't forget your entire flow of information and your social media habits!
You can stay what is really good for you and what has to do with your personal goals.
Good routines bring more ease into life. A nice example is an individual morning routine with which you can start the day relaxed and not rushed. Or a day or week review to make you aware of where you stand and what you have achieved.
Take time out and rest to recharge your batteries and recharge your batteries. Make sure to mark them as a fixed date in the calendar. You can only reach your full potential and deliver good quality much more easily if you are doing well and are in your strength.
Be aware that there will likely always be more items on your to-do lists and plans than you have time. Our life is just like that.
You have two options: Either you radically reduce your activities or you don't do everything yourself.
A common peculiarity, especially with us women, is that we feel responsible for everything and want to do too much ourselves. With the result that we feel overwhelmed and frustrated because we get bogged down in small things and there is no more time for the important things.
Make friends with the idea of giving up individual tasks or entire areas and letting go. Perhaps it is necessary to reduce your claim to perfection a little and trust that others can do things to your satisfaction or maybe even better.
In order to find out which areas might be suitable for delegating or outsourcing, ask yourself the following questions:
Which core tasks are difficult for me or do I not enjoy doing?
What tasks can others do faster and better? And maybe even cheaper?
Which tasks block my time for more lucrative jobs?
What tasks am I currently not doing even though they are important?
You can find more tips on delegating in this article: 5 questions to delegate sensibly and to gain valuable time
Do you wish that YOU have your tasks under control - and not your tasks you?
You finally want to do your to-dos with an overview and sensible?
Do you want more freedom and time for the things that are really important to you?
Then find the structures and routines that exactly fit you, your personality, your business and your way of working.
De-stress yourself: there is no right and no wrong. There is only ONE system that works best for you. Of course, you don't have to try out all 8 ways at the same time and try to implement them. Start with what appeals to you and what you can integrate well into your everyday life. Or start with the point that has the most potential for you. If that works, consider the next point. Step by step - not all at once.
What do you gain from it? More enjoyment of your work, more flow in your work, more motivation for your work and better results for you and your business. If that doesn't sound good ...
Do you finally want more structure, focus and overview in your business?
Then feel free to write me an email and we clarify whether and how I want you in the context of my Coaching can support.
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