I remember attending a workshop a number of years ago where the presenter made a statement along the lines of, “one minute of planning saves ten minutes of crisis.” I’ve never been able to find any studies supporting that ratio, but it is true that having a plan saves time in the process. Planning is as fundamental to time management as organizing and prioritizing.

Here are eight reasons to plan:

1. Planning helps you get a better idea about the course of action you need to take.
2. Planning better defines the course of action you propose to undertake.
3. Planning gives an estimate of the time required for a project.
4. Planning gives a good idea about the expenses involved ina project. In fact, a budget is a financial plan.
5. Planning prepares you for emergencies that may arise during the course of a project.
6. A well thought out plan gives a clear idea about what needs to be done every day, week, month, etc.
7. Planning avoids duplication of labour.
8. Planning helps stakeholders get a clear idea about their roles.

Planning is a straightforward process. There are five basic steps to creating a plan:

1. Set short- and long-term goals.
2. Assess your current situation and determine the people, equipment and resources required.
3. Survey your alternatives.
4. Decide on the course of action.
5. Provide for control.

…then implement the plan

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StudioTax: Free Canadian income tax software

It’s January and a young man’s fancy lightly turns to thoughts of income tax? Okay, that ain’t even close to what Tennyson had in mind. It is however, the time of year Canadians start thinking about income tax preparation.

If you’re looking for an electronic solution for Canadian Income Tax preparation, look no further than StudioTax. StudioTax covers the a range of personal income tax scenarios from simple tax returns to more involved returns for self-employed, returns with rental income and everything in between. You don’t have to guess what version you need or afford; only one fully functional version is available for all at the affordable cost of $0.00/return!

StudioTax is bilingual personal Income Tax preparation software made by Canadians for Canadians. StudioTax is distributed using a flexible licensing model. No license key or registration is required to download, install and use StudioTax. After you use StudioTax and you find it useful, we ask that you take the time to make a modest monetary contribution toward the support of this product.

StudioTax is made available for individuals who prepare their own tax returns, or returns for a small number of relatives and friends only. Please note that tax professional cannot use NETFILE to file tax returns on behalf of their clients. They must use EFILE. You may only use the NETFILE service to file a tax return in your name using your own access code. If you have prepared someone else’s return and want to file using NETFILE, you must have that person enter his or her access code and personally click the submit button for that return using the NETFILE service.

After using QuickTax for a number of years, I switched to StudioTax for our 2007. The process worked without a hitch. I prepared our returns and submitted using NETFILE. StudioTax is no more complicated than any other tax software package out there and the price is considerably better. However, if you use the software and find it effective, you can make a donation to the developers via PayPal.

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I’m not much of a home handyman. I’m the kind of person who grabs the nearest heavy flat object to pound nails. So what if it’s pliers, I shouldn’t have any problems getting the nails driven into the wall. A bruised fingernail and a couple of scratches in the paint later, I go and find the hammer. It doesn’t matter how much you spend on hand tools, if you’re using the wrong tool for the job, they’re a waste of money.

Similarly, if you’re not using your office tools effectively, you’re not as productive as you could be. Voice messaging systems are designed to improve office productivity. They can be a problem when used improperly.

For example, some people, when assigned an electronic mailbox, quit answering their phone. The point of voice mail is not to quit using the phone, but to make it a more effective productivity tool. You still answer the telephone when you are at your desk and let the system pick it up when you can’t answer.

Here’s a few tips to make voice messaging more effective:

1. On returning to your desk, check for messages. Return calls promptly.
2. When returning a call and the system answers, leave a clear and detailed message including your phone or mailbox number. One idea behind a messaging system is the privacy it provides; therefore more detailed and longer messages can be left.
3. As your schedule changes, change the greeting you leave on your out-of-office message. For example, if you are going to be away from your desk for a few hours, leave a message stating when you will return. When gone for longer periods, call forward your calls to someone who can help the caller or leave instructions within your greeting stating who is taking your calls and how they can be reached.
4. Learn the features of your voice messaging system. The more comfortable and easy it is for you to use, the more likely you will put it to use.

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Using lists is one of the ways to keep organized. Lists can consolidate tasks in one place tickle your memory or stimulate your creativity. Lists can be as simple or as complex as you need. GTD methodology includes using lists to dump information out of your mind and into a system where you can find it when needed.

Ken Clark has posted 11 ways he uses Delicious for Getting Things Done (GTD). He uses Delicious tags to sort web-based information into lists and makes the lists quickly accessible with a tag bundle. Whether tracking restaurants you want to try or compiling your bucket list, Delicious tags can help organize the process.

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Two quotes:

1. People are always wanting to change and improve themselves. New Year’s has a sense of a fresh start, and most people who want to break their habit s are always thinking of a fresh start.” —Barry Lieberman
2. “I have always been delighted at the prospect of a new day, a fresh try, one more start, with perhaps a bit of magic waiting somewhere behind the morning…” —Joseph Priestley

Two questions:

1. Are you doing the same old things you’ve been doing forever and expecting new results?
2. What changes can you make for a fresh start?

Format shamelessly copied from Phil “Make it Great” Gerbyshak.

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Last year I set some goals for Ian’s Messy Desk. With the execption of the monthly-revenue goal, I surpassed all the other goals I had set; in some cases, coming close to doubling my goal. The revenue goal was missed by a matter of a few dollars, so I am happy with how things worked out.

In keeping with a tradition observed by other blogs, here are the ten most visited posts at Ian’s Messy Desk in 2008:

1. How to Leave a Good Out-of-Office Message - This post had cycles. Before the start of holiday weekends and throughout summer in the northern hemisphere, this pos received loads of visits.
2. Sample Voice Mail Templates - This posted is related and linked to the above, with similar traffic patterns. Searchers were looking for sample wording to use on their voice mail.
3. How to Write a Christmas or Holiday Card - This post was written late in the year, but jumped high on the traffic list. I guess many of us find writi something on a greeting card to be a challenge.
4. Priority Planning Model and Worksheet - This post listed some tips and had a download pdf priority-planning worksheet to help readers evaluate priorities.
5. 4 Basic Types of Speeches - Effective public-speaking preparation requires identifying the purpose of your speech. Once you’ve identified your purpose, you can move on to the objective of your speech.
6. 10 Resources to Help Overcome Procrastination - A link post with links to 10 articles which address dealing with procrastination.
7. 14 Old Testament Ways to Get a Wife - A humour post.
8. 7 Ideas for Inexpensive Christmas Gifts - Instead of getting something from a store as is done every year, you can try something different like giving a more personal gift which the receiver will appreciate.
9. 13 Annoying Things to Do at Wal-Mart - Another popular humour post.
10. 17 Affirmations For Building Self-esteem - Examples of phrases you can use to overcome negative self-talk.

A BIG thank you to all who have visited, read and commented here. I hope something that I have written has been useful for you; even if it was only to give you a laugh.

How will things look in 2009? Make sure you visit regularly to find out!

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There is something about a fresh blank calendar that makes us want to get organized. You look at the mish-mash of sticky notes on your monitor; the piles of paper on every flat surface and decide, this year, I’m going to be more organized.

Good for you! Here are some productivity resolutions to get you started.

In 2008, I resolve to:

1. Have a plan - It is human nature to savour the past. However, you will not move forward if you are constantly looking backwards. Make planning a regular part of your schedule. A look ahead is worth two behind.
2. Learn to say no - We all face circumstances where the demands on our time exceed our ability to handle them. Learning to say “No” is a critical –yet difficult– skill that needs to be mastered. Taking on more than you can manage only leads to frustration as nothing gets done very well.
3. Stop procrastinating - We all put things off. We hope to avoid tasks that are boring, difficult, unpleasant, etc. We hope that by procrastinating, an unpleasant task will shrink or go away. Unfortunately, the reverse is often true; the deferred job just gets bigger and more difficult. Overcoming procrastination requires strategy. The next time you’re tempted to put off something you don’t want to do, try some of these tips.
4. Have a place for everything and keep those things in their place - Leo Babauta gives these four simple tips: collect everything in one place; choose the essential; eliminate the rest; organize the remaining stuff neatly and nicely.
5. Have an effective time-management system - Whether it’s paper-based, PDA or software, you need to see where your time is being used and planning future time use. A planner should let you quickly see what is on your schedule, easily add new events and provide fool-proof reminders/alarms for upcoming items.
6. Use effective lists - Lists are the simplest tool or system for managing your life. They consolidate all your tasks in one place. They can tickle your memory or stimulate your creativity. Lists can be as simple or as complex as you need.
7. Have an effective filing system - You can waste a lot of time looking for something if you don’t have structured filing system. If you dump all of your computer files into My Documents, it’s not going to take too long before it becomes difficult to find a particular file. Create a filing system and create a matching system on your computer. It doesn’t have to be complicated, but it has to be complex enough to allow quick access to the file you need.
8. Give more of my time - This may sound counter-productive; I manage my time by giving away time. Time is a priceless gift. Not only does this gift bring benefits to the recipients, but you will notice significant improvements in your own well-being. Make time on your schedule next year for family, friends and the community.
9. Give myself some time - People have no problem filling their schedules and to-do lists with a million things, but never leave time for themselves. Give yourself some time; say an hour per day. Use the time to go for a walk, read, listen to some music or whatever it is you love to do. Treat this appointment as your most important of the day.
10. Reward myself - Then keep your promise to yourself and indulge in your reward. Doing so will help you maintain the necessary balance in life between work and play. As Ann McGee-Cooper says, “If we learn to balance excellence in work with excellence in play, fun, and relaxation, our lives become happier, healthier, and a great deal more creative.”

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It’s the end of 2008 and it’s time to think about the kinds of accomplishments you’d like to make in 2009. Some of us make resolutions and forget them by the end of January and some don’t bother making resolution, because they know they won’t keep them.

Here are some things you can reslove to do to improve the way you communicate with others. These are simple changes and should be easy to keep forever.

• Listen more - The most difficult communication skill is listening. We’re generally anxious to be heard and less focussed on what others are saying. However, if we’re to be effective in the way we communicate with others, we have to focus at least as much attention to our listening skills.
• Speak simply - Try to say what you mean. Don’t waste words. Say only as much as is needed to get your message across. You don’t have to say the same thing three different ways.
• Encourage others - One of the most effective uses of communication skills is encouraging others. Resolve to communicate in ways that build-up others.
• Learn and remember names - We are sensitive about our names. Everybody wants to be seen as an individual, to feel special and respected. When you use a person’s preferred name, you honour them and show respect. You see them as individuals and it’s a good foundation for a relationship.
• Hold fewer but more effective meetings - Peter Drucker said, “Meetings are a symptom of bad organization. The fewer meetings the better.” Many would think the concept of a useful or productive meeting to be something of an oxymoron. Unfortunately, it is almost impossible for an organization to function without having meetings. The trick is to make the most of meeting time.
• Cultivate relationships - A strong, healthy relationship does not magically happen. Good relationships are built, one step at a time.

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Before we can motivate ourselves, we need to know what motivation is.

Motivation is about making a choice

How many times have you heard or said, I don’t feel motivated, believing motivation had something to do with the way someone felt. If I feel like running, I’m motivated to exercise. If I don’t feel like running, I’m not motivated.

It doesn’t work that way. If it did, we would all be level on the accomplishment scale because there are always things people don’t feel like doing.

Successful people make choices. Successful people know every action involves a choice; you chose to visit the gym or you choose to sit and watch television. If you want good results, you make good choices.

You stay motivated by deciding what choices you need to make to achieve the outcomes you expect.

Motivation is about action

You’ve made a choice, now what’s the next step

How are you going to get from where you are today to where you would like to be in 12 months? Break that down to the “next action” (to use David Allen’s term) needed to move you a step closer to your end result. The expected result might require one step or 12 steps. You have to know what those steps are and take them.

We take actions to achieve results.

Motivation is about goals

What’s going on in your life today? The life you’re living today is a result of choices you made yesterday. If today’s results are what you want them to be, it’s because you made good choices yesterday.

What results do you want tomorrow or next week or next month or next year? If you want to make good choices and take the correct actions, you need to set goals to achieve; short and long term.

Clear goals drive you to do the things that need doing.

Motivation is not about feelings

Do you have children? Have you ever crawled out of a warm bed in the middle of the night to take care of a sick child? A good parent doesn’t stay in bed thinking, the kid can suffer, because I don’t feel like getting out of bed. Something more important than your comfort and feelings drive you to care for a child. That drive is motivation. Whether it’s 20 pounds you need to lose, a presentation that has to be made or a skill you need to learn, overcoming “I don’t feel like doing it” is being motivated.

You’ve probably figured out by now that there is not really 4 separate parts to defining motivation. The key to motivation is, making a choice to take action to achieve a goal whether you feel like it or not.

Once we understand what motivation is, we begin a journey to achievement.

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