Tips for Staying Organized When Things Get Messy

Flickr CC via  ayalan

Hi, Ken Lear here.

Sometimes work gets so busy that we forget to stay organized. Desks get messy, calendars aren’t updated, and suddenly we feel out of sync. One of the easiest ways to deal with stress when things get messy is by staying organized. Next time you are in a pinch, try these tips to stay organized and get things back to normal:

Don’t Multi-Task

When things get hectic, it’s best to just focus on one thing. Multi-tasking can feel useful and efficient, but when things are busy, it’s better to narrow your focus. Make a list of everything that needs to be done, prioritize it, and do it in that order.

Clean Up Your Space

A messy desk or office isn’t the best work environment when things are stressful. Put things away, clean up any dishes, and make your space workable.

Ken Lear is on Pinterest. Follow him for more advice about business, leadership, and entrepreneurship.

Update Your Calendar

When things get busy, it is easy to forget about small tasks or meetings. Keep a calendar (online or a print version) that lists out when projects and deliverables are due, what time you have meetings, and any other items you need to remember. That way, you’ll always know how your day will go.

Delegate

You never know until you ask. See if any co-workers have some extra time or would like to do a project that you don’t have time for. It is hard to stay organized when there is simply too much to do; delegation is key to staying sane especially if you’re a manager.

Be Realistic

Don’t pretend something can get done that really can’t. Be realistic about your tasks by setting realistic goals about what you can control and what you need to stop worrying about. If there’s a deadline you know you can’t currently meet, talk to your supervisor or coworkers to figure out a way that you can make things work.

Keeping Your Calm When Things Get Hectic

Hello, I'm Ken Lear.

Chaos and anxiety are, unfortunately, sometimes just the nature of business. For many people, the first reaction to something bad or stressful happening at work is to respond in an equally stressful way. But this sets a bad example for other employees—and probably unnecessarily increases their own stress levels as well. No matter how many bad thoughts may be swimming through your brain, when you’re the boss, it’s important to remain calm and not let the negativity show.

Staying calm sets a good example for those around you and will make things easier for everyone involved. Whether your boss criticized a report or a client asked for something that will require working well into the evening – stay calm so that you can carry on.

In the midst of chaos, here are a few steps for staying calm:

Take a Break

While it may seem like the last thing to do if you are in a hurry, sometimes taking 5 minutes to cool off and rest your brain is more beneficial than those 5 minutes of working would have been. Try stepping outside and walking around the block or grabbing a quick coffee – make sure to get a change of scenery and a little blood flowing to clear your mind.

For more information about Ken Lear, check out his profile on CrunchBase.

Present Bad News Calmly

If something horrible has happened at work that has to be communicated to other employees, speak calmly and deliberately. Running into someone’s office and blurting out the bad news will only cause more chaos. Take a few minutes to review what has happened and determine what needs to happen next. Your employees are more likely to sit down and think of rational steps toward a solution if information is presented in a deliberate way.

Think Out the Problem

If the problem can be fixed, sit down and calmly brainstorm ways to do so. Once this is done, create a to-do list prioritized by order of importance. If your boss has criticized you for something, think of ways to improve. If the issue is with a client, think of how you can approach the problem that will leave everyone satisfied.

Smile

While there may be something seriously bad going on, having a negative attitude won’t help—and could actually exacerbate the situation. The problem has to be dealt with either way, so isn’t it better to be in a good mood while doing so? Listen to a song that will pep you up or find some other quick way to brush off the frustration. The important thing is that you stay positive. An honest smile can go a long way toward putting others at ease.

Follow Ken Lear on Tumblr for more business, entrepreneurial, and leadership advice.

5 Ways to Get the Most Out of Mentoring

Flickr CC via Roche Photo

Mentoring is a great resource for professional and personal development. A mentor is usually someone who has been in the business for quite some time and can teach others from his or her accomplishments and mistakes. However, just simply asking someone to mentor you and chatting with them once per month isn’t enough. Here are a few tips to get the most out of a mentoring experience:

Learn more about Ken lear on his personal website: http://ken-lear.com/.

Pick the Right Mentor

This is the most important step. What is the point of having a mentor if they can’t offer what you personally need? Find someone who is excited to teach, is great at what they do, and most importantly, is someone that you trust. In order for this process to work, choose a mentor who will take an active interest in your career and personal development.

Be Clear on Expectations

Make sure the mentor knows right off the bat what the expectations are from this relationship. Make sure both people clearly know what improvements are looking to be made, and what both parties would like to gain from this experience. This will help determine if this particular mentor is a good fit or not.

Are you on Pinterest? Follow Ken Lear on Pinterest!

Don’t Limit Yourself to Just One Mentor

There is no rule that says mentees can have only one mentor. One person may help improve your leadership skills, while the other focuses on communication skills. Don’t limit yourself if you have multiple possible mentors that can help you grow in different ways.

Show Thanks

Always express your gratitude. Saying thanks regularly will show your mentor that you are serious about this process and also value their time.

Don’t Take Everything They Say as Truth

Just because someone has 15 years of experience in an industry, that doesn’t mean they know everything. Take their advice as just that—advice. Let it help you make decisions and grow, but don’t let it completely dictate your path.  

Regaining Focus After It's Been Lost

Flickr CC via Adam Foster

Hi! Ken Lear here.

Some days it’s easy to stay focused at work and get everything done – while other days every little noise or email can be distracting. On the days where you just can’t seem to focus, it’s important to acknowledge the situation and do something about it. It’s better to take a 5-minute break to regroup than to continue working with several other things running through your brain.

Here are 5 steps to help you regain focus at work:

Don’t Force It

When you start to lose focus, don’t force yourself to continue working unless there is a tight deadline. Take ten minutes to go for a walk, eat a snack in the break room, or go sit outside. If there really is no time to step away, take a short breather to read an article or scroll through Facebook, or even just stand up and stretch your legs. It doesn’t have to be a long break, but taking a second away from the computer or current task can work wonders.

For more information about Ken Lear, check out his personal website at http://ken-lear.com/.

Find Your Distraction

In order to stop being distracted, you need to figure out why you are distracted in the first place. Are you thirty, hungry, tired, cold? Is something at home on your mind all day? Once the distraction is nailed down, it will be easier to figure out how to get past it.

Make a List

What is the most important thing to do today? So many employees just go from task to task, which can end up being very distracting and inefficient. Make a list of all the tasks that need to get done in order of importance, and do it in that order – don’t switch between tasks. It’s easier to stay less distracted if there aren’t a million little projects on your mind all at once.

Get Rid of Clutter

Is your office dirty or your desk covered with papers? It's time to clean. A messy workplace is distracting and (sometimes) gross.

Decorate

If your workplace is generic and plain, then it might be time to decorate or rearrange. Hang up a picture of friends or family or move stuff around – a “new” place can make your desk a bit more exciting and inviting to work in.

Getting Back on Track after a Bad Start to the Week

Flickr CC via meg's my name

Hi, I'm Ken Lear, an entrepreneurship, leadership, and business expert.

There are very few genuine fans of Mondays. This is the start of the week, and even when we want to have a good start, it can go down hill fast. From out-of-the-blue appointments, or missing your alarm, the week can get to an awful start really fast. For all those times that Monday doesn’t work out as you had hoped, there’s still time to fix it. Here are some steps to take to still capitalize on a full week of productivity.

1. Identify Reasons Why

To really be able to start fixing a bad start to the week, it’s important to examine why it got to a bad start in the first place. Did something come up that you didn’t expect, or was it your own fault? You must confront these things stopping you from having a productive week if you don’t want to fall victim to them again.

2. Start the Day Earlier

The more time you have in the day, the more time you have to be productive. Make sure to get a good night’s sleep the night before, and wake up earlier that usual. Setting this tone will give you more time to relax, and you won’t feel rushed to get everything done.

Follow Ken Lear on Twitter to keep up with my latest news and updates.

3. Practice Being Health

When we’re healthy, we are much more content with how the day has been. Try and eat as well as you can; skip the desert or the morning doughnut. We all feel better after a work out too. Working out not only keeps you be healthy, but the increase in endorphins will make you happier.

4. Practice Discipline

Being able to say no to things is critical if you truly want to be productive.. There may be times where you’ll have to turn down plans of fun to get some work done. Practicing good discipline is required to accomplish anything. The stricter you are with yourself, the more discipline you will have.

5. Plan for Next Week

Take the necessary steps to ensure you never will start another week unprepared. Planning ahead can help in many different ways, and will act toward your benefit. Being prepared with a game plan for the future means you will be ready for anything.

Characteristics All Entrepreneurs Need

Flickr CC via The Logo Smith

Anyone can start a business, but it’s how that business is nurtured and grown that really makes or breaks it. After looking at several successful (and not successful) entrepreneurs, it’s clear that there are a few distinguishing characteristics of successful entrepreneurs.

Check out Ken Lear's professional profile on his LinkedIn page to learn more about this business and leadership expert.

Passion

This is the most important quality of an entrepreneur – if you are not passionate about what you are doing, then why not work a normal 9-5 job? Figure out what your mission is when you create a new company and stick with it. This is what will drive you on days when you just don’t want to get out of bed.

The Openness to Learn

Just because you started your own business and are doing well, that doesn’t mean you know everything. Always be learning from those around you; whether they have had 50 years in the business or 2, a helpful tip can go a long way. Being an entrepreneur is not just a job – it’s a lifestyle. Be open to learning new things and trying out new ways to do business.

Ken-Lear.com is the personal side of Ken Lear. Head there for more leadership and entrepreneurship advice.

Resourcefulness

Any new business owner knows that the first couple of years can be tight – so learn how to make the most out of what you have. Does the intern you hired happen to be amazing at math? Have them help you balance the budget instead of just filing. Use the connections you’ve made in college and your career to get better deals on services or find the perfect employee for an open position.

Perseverance

We all know the saying “Rome was not built in a day,” and the same holds true for new businesses. There will be obstacles and there will be hard times; you just need to get through them. Think of your mission and why you started this in the first place. If 10 financial backers turn you down, don’t fret – you’ll eventually find at least one that won’t. It might take some tweaking and changes along the way, but it will happen. That’s the nature of a startup. Remember to be kind, keep in touch with people you meet and things will eventually come through if you continue to persevere.

Time Management Tips

Flickr CC via  ĐāżŦ

Hi, I'm Ken Lear.

Managing your time at work and in your home life is essential. Managing your time is all about “working smarter, not harder.” Putting in a 10-hour day doesn’t mean you necessarily were productive. Could it have been done in 8 hours? Managing time isn’t about doing as many tasks as possible. It’s about simplifying how you work, doing things faster, and feeling less stressed.

Check out Ken Lear on Pinterest for more advice and tips on business, leadership, and entrepreneurship.

Keep Track of Your Tasks

Whether this be on your phone, a calendar, or a checklist – make sure these are documented somewhere. If not, there is always the chance you will forget one or two things on your list.

Complete the Most Important Tasks First

When you start working, identify a couple of tasks that have to be done that day. Instead of putting them off till later, work on them now. You never know what troubles may come up.

Learn to Say “No” When Needed

Sometimes we feel obligated to say yes to a task our supervisor gives us, but if you simply just don’t have the time, say “no.” You should be only be taking on new commitments that you know you have time.

The Ken Lear Leadership SlideShare has a great presentation on entrepreneurship. Read it today!

Focus on the Task at Hand

If your email keeps popping up (and it’s not important) – ignore it. Every time you check a new email or go on Facebook, you are losing focus on the task at hand. Put your phone away, log out of Facebook, and turn off your music if that distracts you.

Assign Time Limits on Projects

Instead of working on a project till it’s done (unless of course there is a deadline) give yourself a time limit. There is a good chance that after 2-3 hours of working on the same project, you’ll need a short break to recharge.

Target to be Early

If a task is due at 2:00, try and be done before 1:55. There is a good chance something will come up that will make things take a bit longer. For appointments, strive to be early. For your deadlines, submit them earlier than required.

Set Reminders

If you have a meeting, set a calendar reminder for 15 minuets beforehand. If you have a project due in a couple of weeks, set a reminder for a few days before.