This weekly routine is simply a time for you to reset, clean up, review and get organized. Think of it as restarting your computer to get all your systems operating the way they should.

Step one: Clean Sweep.

Most of the stuff that you keep in your workspace has probably been put there to remind you to do something.  But they are not very effective. The problem is that after a while your conscious mind simply stops noticing them and consequently you forget to follow through on the request of a prospect —or an important detail that would have taken two minutes to resolve, goes unattended and a client is lost. Or the great contact you unexpectedly met is forgotten.
So instead of a center of influence you now have a business card of an acquaintance you never called.
The solution?  A proper system for handling the stuff that clutters physical space and the stuff that clutters your thinking.
Begin by collecting everything:  scraps of paper, business cards, receipts, and miscellaneous paper. Put it all in a basket to process.

Step 2: Process Your Notes

Review meeting notes, and miscellaneous scribbles on notebook paper, scratch pads etc.
Add action items to your action list.  Categorize lists or folders into “Next actions (single step items you can complete), Projects (multiple action items) waiting-for’s,  and “Someday Maybe’s”etc. as appropriate. For more information on this system, I suggest you read David Allen’s book “Getting Things Done.
”
Step Three: Look Back

Look at your calendar from the previous week to bring to light action items,  reference data and other reminders and transfer them into your system

Step Four: Look Forward

Look to see what is coming up in your Calendar – long and short term. What actions need to be added to your list?

Step Five: Look inside (aka, Mental Download)

Most people rely much too heavily on their own memories for all the things they want and need to do. This clutters your brain, inhibits right brain functioning (creativity and decision-making) and wakes you up at 2AM to remind you to do things.
The only way to stop those memory alarms from going off and interrupting your focus or your sleep is to have effective work flow systems in place.
When you have effective systems in place that are you are comfortable with, your brain power can be totally focused on ways to finding solutions to problems and seeking out strategies and tactics that will help you reach your goals.
Take ten, fifteen or twenty minutes a week to get everything out of your mind and onto paper.

Step Six:  Look Right

Go over your goal oriented lists — business plan, strategic objectives, projects etc. Evaluate status of projects, goals and outcomes, one by one, ensuring that you have identified at least one action item on each that you have on your action list.

Step Seven: Look Left

Revisit “Next Action” list(s) & other frequently used folders or lists and mark off completed actions. Note further actions steps left to do.

Step Eight: Look for Efficiencies

Are you making lists of the same things over and over again? If so create checklists and add to your system.

Step Nine: Look at what you are doing

Review Pending & Support Files – Browse through all work-in-progress support material to trigger new actions/completions/waiting for’s.

Step Ten: Get in the flow

Imagine what could happen if you unleashed your full potential. Allow yourself to be creative, courageous and resourceful. Think about possibilities.

To Your Success,

Mandy Bass

Priority Living Systems