From the Desk of Janet Barclay

April was a pretty busy month, between wrapping up the GHVA website and preparing for my teleseminars, not to mention my regular client work! However, I’ve still managed to post to my other blogs:

OnlineOrganizing.com - Technology as an Organizing Tool:

• Organize Your Email - Part 3
• Google Docs
• RSS Really Is Simple
• Your Very Own Personal Assistant
  

Introvert Retreat:

• Ponderings of an Introvert
• Tips from a Professional Networker
• Virtual Assistance and Introversion
• Let ‘em come to you!

I’ve also written a new article on Going Green in the Office, which you can read over at OrganizedArticles.com.

Enjoy!

I haven’t made an official announcement here on my blog, but over the last few months my husband Scott has been working with me at Organized Assistant. It’s a perfect fit for him, since he has Microsoft Office Specialist certification in five programs and is naturally organized.

Most people, when I tell them the news, think it’s a wonderful set-up, but others express concern, saying that they could never work with their spouses. The thing is, Scott and I actually met in the workplace and worked together at another organization for several years, so we’re well aware of the potential problems – and the benefits.

We’re not prone to arguing, which seems to be what most people are worried about. Maybe because we’re so close, we’re more apt to say what’s on our minds if we’re annoyed or upset about something than we would with others. Then it’s out in the open and we can move on, instead of keeping negative feelings bottled up inside, leading to more serious problems. One of the things I really like about working with Scott is that we know about and are interested in each others’ work, so we don’t have to be polite and pretend we can relate to certain issues that we really don’t understand.

I’ve done a little research on the subject, and it seems that the majority of experts agree that any potential drawbacks are outweighed by the advantages. For example, in her article Marriage Advice From Couples Who Work Together, Beth Levine talks about being able to spend more time together, sharing a passion, and being aware of each others’ strengths and weaknesses. In The Rules of Engagement, Fast Company’s Linda Tischler credits a woman who works with her spouse with saying "Knowing your best interest is in the forefront of every decision being made without you is really comforting." And in Working couples in small business, Philip M. van Auken indicates that working together may enhance a couple’s sense of intimacy. I’m not disputing that there are challenges, and each of the articles mentioned suggests strategies to deal with those.

Knowing that we are not alone in this, I set up a Facebook group for Couples Who Work Together and was amazed to discover that nearly 10% of the people in my existing network work with their spouse, girlfriend, or boyfriend, in either a traditional workplace or home-based business. If you’re in this situation, I hope you’ll join the group – we would love to hear about your experiences! Of course, you are always welcome to post your comments here on the blog.

I have another exciting announcement – the second one this week!

I’ve been invited by the President of the Association of Online Resume & Career Professionals (AORCP) to conduct a series of teleseminars for their members, who are primarily career coaches and resume writers who market their business and/or provide their services through website technology. As I’ve been contacted a number of times about people outside my local area who were unable to attend my live workshops, I’m especially pleased that the sessions are open to non-members.  (If you’re one of them, here’s your big chance!

The topics are as follows:

• Organizing Your Home Office – Thursday, April 3, 2008
• The Four Steps to Organization – Thursday, April 17, 2008
• Organizing and Your Computer – Thursday, May 1, 2008
• Maximizing Your Time with a Virtual Assistant – Thursday, May 15, 2008
• Organizing Your Life, Your Way – Thursday, May 29, 2008
• Paper Management – Thursday, June 12, 2008

Click for further details and registration information

I’m looking forward to this opportunity to connect with some of my blog readers!

I have long been a believer that despite what some of the "experts" say, there is more than one way to manage time effectively, and what works well for someone else may not work for you. To prove this point, I’ve interviewed Australia’s multi-award-winning Certified Professional Resume Writer, Gayle Howard of Top Margin. Although she is outstanding at what she does, she does not in any way attribute it to her organizing skills. In fact, she admits that her typical workday begins and ends with one word — procrastination. She explains,

"I never seem to be able to do anything unless I’m under an extreme and stressful deadline, and then I can knuckle down and start working. It is almost like I am in teenage rebellion mode, but the person I’m rebelling against is myself!"

Gayle describes her daily routine as follows:

"My day starts as I stumble bleary-eyed downstairs to read my email while having a coffee around 6 am. Email tasks are usually finished by 7 am and I have the rest of my breakfast. I then get presentable to meet my public (the ones I never see!) and I pretend to start my first project for the day about 9 am — an action that kids no-one, least of all me. From 9 am to 10 am I mess around. Write two words, look for a meaning for a word on the internet, answer a query from a course student, write another two words, have a friendly email discourse with a résumé writer or two, read and respond to e-list postings, jot down a blog entry and read the newspaper. I’ll do this until a mental calculation tells me that I won’t be able to finish the writing project I have scheduled if I keep messing around one minute longer. After this mental calculation I then mess around about a half an hour longer only to panic, act surprised like I don’t know where my day could have possibly gone, and then knuckle down and start work. By 5:30 pm, I have met my deadline by finishing the work I had scheduled for that day."

Did you notice that, despite the lack of a structured time management system, Gayle is able to complete her work on time? I’m sure she is not alone in this, although I’m one of the people who needs structure if I’m going to accomplish anything. As time management guru Donald Wetmore explains it,

"There are racehorses and tortoises. Racehorses might schedule all their activities in one day, and a tortoise might spread it out. At the end of the day, both of us have accomplished the same, but gone about it differently."

On the other hand, Gayle also confesses that she finds this rather stressful. She concluded by telling me,

"Five minutes later I vow I cannot live like this and with my hand over my heart, swear it’s going to be different tomorrow. I’ve done that for the last decade and it’s starting to feel like Groundhog Day."

How about you? Are you a racehorse or a tortoise?

I recently asked Karen Silins, President of A+ Career & Resume, LLC and the Association of Online Resume and Career Professionals (AORCP), about her typical workday, and she agreed to let me post the information on my blog.

A typical day for Karen includes the following activities:

• Reviewing and responding to emails
• Calling potential clients to discuss her company’s services (at a time which has been scheduled in advance, to eliminate telephone tag and ensure that both parties are able to be fully engaged in the conversation)
• Answering phone calls from potential clients and setting a time to speak with them
• Preparing for and then meeting with two to four clients daily in person or on the phone (typically a mix of coaching and resume clients)
• Taking care of any administrative activities that aren’t handled by her  Virtual Assistant (yours truly), such as planning website updates and marketing initiatives, or booking speaking engagements
• Writing resumes/cover letters, or other career documents for clients
• Networking with colleagues – sometimes lunch or dinner, sometimes a phone call or email, sometimes online networking such as LinkedIn.com
• Forwarding information to clients, such as links to assessments, questions to be answered, weekly assignments, resources (including book and website recommendations), appointment reminders, and any handouts being covering in the next appointment

In addition, she conducts evening seminars a few times a month.

Karen’s Tip:

With such a busy schedule, in order to make sure that nothing is overlooked, Karen takes time each night to review what she wants to accomplish the following day. She also does this each Sunday for the next week.  This helps her to formulate a plan that she can execute the next day or week. 

Do you have a time management tip to share?