Ever feel like a chicken with its head cut off? Running in different directions and even though you know you are getting things done, you don’t feel centered and in control of where you are going?
Can’t really take a break because even then you feel like you are missing something or should be doing something? Not sure if you are making any headway or real movement towards your goals?
I feel like that too and here are some of the things I do to make all of the beautiful chaos (motherhood, self-care, working for myself in a creative business, maintaining our home, etc) work for me. Hopefully these time management and productivity tips work for you too!
Use a Paper Planner or Digital Planner
Why I Use a Digital Planner
I use a digital planner because I tried paper planners and they never became a practice that stuck with me. First there were dated planners that I couldn’t keep up with and then felt horrible about when they expired since they were dated. So I moved to undated but trying to carry paper around with me at all times just wasn’t convenient or practical because I am on the go often.
However I still tried to keep up with a paper planner but this time I tried bullet journaling because it was flexible and I could make my layout into whatever I needed. But quickly, even though I loved the process of writing my tasks and migrating them to the next page/week/month, the set up process became redundant and time consuming very quickly. Also I didn’t have time to draw out my daily/weekly/monthly spreads all of the time either.
So then I started using a digital planner on my iPad and I even made one of my own and I use it today. This is what finally stuck because I had the flexibility of just copying and pasting a spread in my planner and planning within minutes instead of hours or days. I can also copy and paste things I have written (for example, the same appointment on Tuesdays) over and over that month in my digital planner.
Using it in conjunction with a digital calendar is when I truly started cooking with gas and had momentum in my system of planning so I didn’t miss things and I could still stay flexible too.
Monthly Planning First
I love working backwards and even though I have heard about doing my yearly planning first, when I was truly stuck I needed to start where I was with monthly planning. Yearly was just too big and massive to think about when I was in the trenches of unraveling and getting a handle on all of the things.
So I look at my monthly spread, figure out the big rocks/commitments first in all areas of my life (doctors appointments, birthday parties, art projects, etc) and put them on my calendar spread in my planner. These are non-negotiables.
Then I plan my weeks one week at a time by looking at my digital calendar, my to-do list and scheduling time to actually get those to dos completed like ordering groceries, setting up time to co-work, what tasks I need to complete for my art projects/deliverables, etc. Planning one week at a time keeps things flexible when I get thrown a curve ball or two.
How I Plan on Sundays
I look over my week ahead one day a week (Sundays work for me) so I don’t get any unexpected surprises or miss future commitments with others. My top priority is food: making sure we have everything we need for school lunches, snacks, vitamins, breakfast and dinners. I add everything to the grocery list for meal prep and order grocery pick up. This is the one thing I delegate and it’s free! Love.
I pick one day of the week for appointments (Tuesdays) and another day of the week for errands (Thursdays). This helps in two ways: I always know what day I have appointments which limits surprises and brain power again (no missed appointments on Mondays because I never schedule them on Mondays) and it stops me going to Target every other day. lol
Use a Paper Calendar or Digital Calendar
I Use a Paper Planner and a Digital Calendar Together
I have a paper calendar on the wall of my office just so I have a place to look at a glance. If I looked up a digital calendar all of the time, I would quickly get sidetracked by other shiny objects. I also use a digital calendar (Google calendar) so I can reference my time blocks for personal, work and my kid’s school schedules. This is perfect because I can look at it anytime from different locations and devices (iPhone, iPad, computer).
Plug Things in From Your Planner
I reference my digital planner when I fill up my digital calendar so I make sure nothing is missed. This is doable since I’m only planning one week at a time.
Appointments with Reminders
The ability to set notifications for calls, appointments etc in a digital calendar is AMAZING. I can get so forgetful that even if I know I have a call in 10 minutes, if I don’t have a reminder set I will start making dinner instead. It’s a problem. So I always set a 10 minute and 30 minute reminder so I stay on track.
Add People to Appointments (e.g. Husband)
I have a tendency to keep things in my head or I just don’t want to talk about things over and over again. So I add others to appointments to take some of the burden off of remembering all the things or being responsible for all the things. Adding my husband to appointments makes him aware of the birthday party on Saturday or that I took the kids to their well check appointment earlier that day.
This helps with clear communication about what is going on, takes me out of being in an admin role for everyone and also gives some perspective to what my day has really looked like without me having to explain everything in detail all of the time.
Reduce Visual Chaos by Decluttering and Organizing
My Favorite Organization Book Ever
Constantly seeing piles of clutter is seeing a physical representation of all of the things you need to get done. For me, it stresses me out. My home is far from perfect but I feel the positive effects of getting things in a better state so I can focus on my work.
Unstuff Your Life by Andrew Mellen is the best book I have found for not just cleaning and organizing but truly getting to the root of the problem so the behavior changes. There are three main rules that Andrew Mellen uses for organizing: the first two help you get organized, the last one helps you stay organized.
Like with Like - keep everything that is like the other together, no matter what. So screwdrivers with all other tools, all car keys in one spot, etc. I didn’t take this seriously at first and had two first aid areas in our home (upstairs and downstairs). Now we have it all in the pantry divided into first aid/bandages and the things we need when we are sick. Perfection.
A Home for Everything - finding a spot for everything so that it is either in its home (put away in a specific spot) or it is in use is the best! If you maintain this you will never lose something again because it is either in use or back where it needs to be. And find a home for that thing in each area. My airpods are either in my pocket, on the kitchen counter downstairs, my computer desk in my office or my charger charging on the bedside table.
One In, One Out - This is a good way to constantly purge on a low level. You can’t completely fill up a space if you remove at the same rate as you add. It helps me so much that sometimes I won’t even make a purchase because I’m not ready to get rid of anything just yet.
Tackle a Room/Area a Weekend
When I say to focus on one room a weekend I do not assume you have 50 rooms but rather if you just focus on one room at a time for how many weekends it takes, you’ll get very far. I finally did this this year because I had the winter blues and we had our car stolen (and recovered 12 days later thank God).
So here is what it looked like for 1-2 months:
1st weekend - bedside drawers revamp, books and kids books in master bedroom (bedtime routines left a crazy book pile aftermath) and top of bedside table
2nd weekend - cleared out and organized pantry
3rd weekend - guest bathroom closet
4th weekend - linen closet
5th weekend - master closet (my side)....then it was contagious and hubs worked on his side
I’m not done but I’m taking a little break and then coming back to focus on a room a weekend while the kids are in school. It really works and I’m so happy with the results.
Think About What You Want, Not What You Are Getting Rid Of
Andrew talks about removing the drama from the stories we tell ourselves. No one is ripping our belongings out of our hands, we are just choosing to live with what we need and release what we don’t.
So just think about what you really want out of a space. Do you want to keep using your elliptical as a clothes rack? Or do you see yourself actually using it in a clear space like a mini zen gym? Then remove everything that interferes with that vision.
That’s how I am approaching my spaces so they are peaceful and form/function comes first. Then the rest follows and I can focus on watercolor painting and creating in a space that allows me to relax and be calm at the same time.
I hope this helps! What helps you with managing your time or being productive? Leave a comment below letting us know!
Be on the lookout for Time Management and Productivity Part Two coming next week and it will be about forming positive habits and learning from an expert. See you then!
Frequently Asked Questions for Time Management and Productivity for Moms
Why is time management important for moms?
A good work-life balance (or keeping things in harmony at least) helps you as a professional and a mom. It allows you to keep stress in check and avoid burnout. It also enables you to dedicate enough of your undivided attention to your kids, so they feel seen and heard.
What are 3 reasons why time management is important?
Time management can often improve focus and overall efficiency
A good schedule can lead to less stress and more freedom
Time management is easier now than ever before
Does motherhood affect productivity?
According to the research, before and after the child’s birth mothers are engines of productivity. Even with multiple children, when productivity is averaged out over the course of a career, mothers remain more productive than their peers. 🔥