​​This summer I’m celebrating five years as a small-business owner and entrepreneur. I began studying time management to increase my productivity and surprisingly it’s become a hobby I enjoy.

Time-management suggestions rooted in research are especially vital in the “gig economy”, which rewards high output, creativity, and mindful work.

It’s gratifying that scientists are discovering new ways to help us do more in less time. Feeling good physically, emotionally, and spiritually is an impressive side effect.

Following are suggestions based on research as well as some of my own secrets to tweak your routine to improve efficiency, be more productive, and integrate balance into your life.

What Scientists Know
Dr. Michael Breus’s new book, “The Power of When,” is based on the premise that there are good and bad times to do everything in your life. Adapting your schedule to your rhythms and preferences makes you more productive.
Thankfully, independent workers can adjust their work life to suit their preferences as night owls or early birds.

Change Your Habits
Pulitzer-Prize-winning reporter Charles Duhigg spent a number of years researching the power our habits have over us. Duhigg discovered that people perform better when they adopt new habits rather than trying to change their old ones.

When you experience rewards for your new habit, the neurological pathway thickens and the next time, becomes even thicker. The thicker the pathway, the easier it is for impulses to travel down it.

So, learning new and more efficient ways of doing business, provides us with immediate rewards.

Try New Ways to Schedule Your Time
Writing down your goals and reading them every day – or more than once a day – ensures you will stay on track.
With that in mind, colleagues have suggested two methods of tracking time and controlling busy schedules that I’m integrating into my daily routine – and I’ve experienced early success.

The Time Flip is an ingenious cube that you label with various activities and merely turn when you switch to another task. The Time Flip is synced with your smartphone or computer to provide the corresponding hours you spent on each task, thus making monthly invoicing a snap.

A new-to-me calendaring system is called Planning Pad. It operates on a pyramid-shaped structure, with your goals on top, followed by measurable objectives, and filtered down to a daily schedule. Various sizes and formats are available; I chose the spiral-bound, 8.5-by-11-inch format and have put the Planning Pad into a pretty, turquoise-colored binder.

The Pomodoro Method
You work hard. You deserve a break! It’s easy to burn yourself out if you try to work at full throttle all day long. For optimal productivity try the popular and praised Pomodoro technique: Work for 25 minutes, then give yourself a five-minute break. Sometimes you don’t realize that much time has passed and you choose to keep working.

Respond Right Away
If you make a habit of responding to phone messages and emails right away – and writing things down when they happen – you’ll eliminate the fear of forgetting.

This is a habit I’ve had since my newspaper days and it works. I rarely forget to check back with a source or schedule a follow-up appointment, provided I’ve put a tickler into my calendar on the proper date. It’s a simple enough habit and one that leads to more business.

Add Exercise, Meditation and Walking to Increase Productivity
Movement stimulates productivity. And, I have discovered, increasing amounts of exercise, a commitment to eating well, improving the quality of sleep, and paying attention to healthier habits have actually helped increase my work productivity.

It’s a time-honored tradition: Albert Einstein walked the mile-and-a-half from his home in Princeton, where he taught classes, and was known to lecture as he and his students walked the campus grounds.

Henry David Thoreau wrote in his journal that walking made him more productive: “Methinks that the moment my legs begin to move, my thoughts begin to flow.”

Consider yoga, which increases stamina and develops balance and coordination while promoting meditation and mindfulness. Or try Tai Chi, which offers calm, meditative action paired with moves that are guaranteed to improve your balance and stability.

Think about walking or running. Individual exercise allows you to focus on your breathing, listen to the music of your choice, and enhances mindfulness. It also gives you a break from other people and their expectations and lets you exercise in peaceful surroundings, should you choose to do it at a regional park or even, like me, a cemetery.

How about a regularly-scheduled exercise class? Group activities can provide important social interaction for those of us who work alone. Zumba is popular because it combines catchy, upbeat music with fun dance moves.

Sleep on it.
We recognize that we absolutely need sleep to be productive. Don’t fall into the trap of staying up later thinking you’ll get more accomplished – lack of sleep will make you useless the next day.

Researchers say losing one night’s sleep is equivalent to trying to function when we drink too much. Consider these scientifically proven suggestions for getting a good night’s sleep:
* Lower the room temperature; a chilly room is conducive to sleep.
* Use deep breathing or a use a rhythmic breathing pattern.
* Get on a schedule.
* Practice yoga, meditation, and mindfulness. If you are ‘in the moment’ you can’t worry about the past or plan for the future.
* Do not look at your clock.
* Experience both daylight and darkness. Getting some sunshine during the day helps your body adjust when it’s time for sleep.
* Avoid naps during the day.
* Watch what and when you eat.
* Listen to soothing music.
* Exercise daily.

Seize the Day!
Practicing mindfulness means eliminating time-wasting meetings and useless routines. GoToMeeting, Skype, WhatsApp, or free conference-calling software replace face-to-face meetings and save time, money, and mileage costs.

Reward yourself.
Pay special attention to your own comfort. Take an hour for yourself. Read for pleasure, sit on your patio for a few minutes enjoying the fresh air, play with your dog, or call your best friend. Small indulgences motivate you when you’re back at your desk.

Be happy.
As Winston Churchill said, “The positive thinker sees the inevitable, feels the tangible, and achieves the impossible.” An optimistic outlook goes a long way toward keeping you happy, healthy, and productive. Count your blessings – and seek out the silver linings.

My business was so successful in 2017 that I made more money than I ever thought possible. I worked nearly every day, including weekends and holidays, and in spite of being exhausted, I was thrilled.

In 2018, the year I turned 60, I vowed to pay more attention to my health and less to the bottom line. As a result, I made less than half of what I had earned the year prior. Even so, I had weight-loss surgery, developed into a serious Tai Chi student, and started studying yoga as well.

This year, I’m working to integrate the success of the past two years into a balanced, healthy life. I want to remain focused on my health, because I have about 50 more pounds to lose and I want to be an active grandma when the possibility presents itself. But I also want my business to be as successful as possible.

I’ve surprised myself by developing and sustaining an excellent exercise habit for the first time in my adult life. I’m walking at least 10,000 steps a day. I take both Tai Chi and yoga twice a week and I do cardio and weight-training at the gym at least twice weekly.

Even more surprisingly, I’m finding that fitness is benefitting my work. Yes, I take hours away from the computer every day to exercise. Still, the hours I devote to my writing and editing are more efficient and streamlined. Best of all, I’m happier, calmer, and more fulfilled all around than ever.

It’s puzzling to me, and seemingly counterintuitive, that I can devote fewer hours or labor to produce the same productive output while increasing the quality of my work.

For answers I looked to some of the world’s most well-known writers and scientists. Albert Einstein walked the mile and a half from his home to Princeton where he taught classes, and was known to lecture as he and his students walked the campus grounds.

Charles Dickens, an avid walker, would write each day from 9 a.m. to 2 p.m. and walk for the rest of the day, sometime logging 20 to 30 miles at a time.

Henry David Thoreau wrote in his journal that walking made him more productive: “Methinks that the moment my legs begin to move, my thoughts begin to flow.”

Writing on Medium.com, Debby Germino discusses her participation in the 30-Day Stoic Challenge. The hour-long walk that was part of the challenge became a habit that offers her joy and contemplation, Germino says, and became something she looked forward to every evening.

I have found that my body is happy to be engaged in movement again. After years of debilitating arthritis, my joints are strengthening and growing less painful as I move them regularly. My cholesterol level and blood pressure are both normal, I’m off all my diabetes medications, I’ve lost 80 pounds, and I’m only taking a couple of pain pills a day, down from eight.

To say that daily walking and exercise have benefitted my health is a no-brainer. But I am convinced that movement has improved everything, from my relationships to my professional life. My work flows better, I’m sleeping more, and I find my emotions are well-balanced. The time outside, away from devices helps me to focus and approach my projects with a clear mind.

If you are stuck in a sedentary job like I’ve been for so many years, I urge you to find a way to integrate regular exercise into your life and make it a habit. Even if it weren’t a big part of my weight-loss journey, I’m convinced regular movement has improved everything in my life. I know it can do the same for you.

Sooner or later, every business owner will face a slowdown in work.

Whether it’s clients retiring or going out of business, or even a nationwide economic downturn, what can you do to stay motivated when the phone isn’t ringing, and no new business is coming in?

There are two ways to look at this: One is to relax and enjoy your time off because you may not have the opportunity anytime soon; the other is to capitalize on your free time and do all the things you can’t normally get to when business is booming.

Tackle long-neglected tasks
If you decide to use the time productively, you might want to tackle all the mundane tasks you normally set aside, including updating your website, backing up your work to external hard drives, designing fresh business cards, or creating a new pricing structure.

Consider upgrading your computer, your internet provider, your modem and router, or purchasing a new smartphone or tablet to allow you to work more efficiently. Study new apps that can streamline workflow and track your time wisely. Look at new technology that can make your work life easier, more productive, and more organized.

Boost your networking efforts
Another way to ward off future slowdowns is to double your networking efforts. Publish a blog that includes advice to new people in your industry. Reconnect with past customers you enjoyed working with. Attend a conference or join a professional organization to meet new people in your field.

Another way to extend your networking is to ask advice from colleagues. Do they have hints for building your business? Do they have new ways to hunt prospective business that might also work for you?

If you aren’t already doing so, join a professional organization in your industry and become active as a volunteer. It’s sure to bring more business your way.

Look for work in your own backyard
Inquire with existing clients if there are additional projects you could do for them. Consider checking in with dormant clients to say hello and remind them of your services. Update your e-mailing list to include new prospects and clients.

Cultivate existing clients
It’s easy to take clients for granted, or to acknowledge them once a year at the holidays. Instead, why not sent them small gifts or hand-written notes of thanks for their loyalty? You might also want to develop a small promotional gift that highlights your business and send it to past, current, and inactive clients as well as potential clients.

Once you are certain that your clients are happy with your work and plan to continue with you, ask them for referrals, and get testimonial statements from them to add to your marketing materials.

Beef up your marketing materials
A business slowdown is the perfect time to concentrate on promotional strategies and tactics. Update your LinkedIn profile, begin publishing high-level content on your LinkedIn page that positions you as a thought leader in your industry. Develop a blog about your industry. Send regular e-newsletters to clients and prospects.

Re-educate yourself and stay current in your field
Since you have a little more time on your hands, use it to read the new books published in your field. Stay current by catching up on industry publications and periodicals. Learn new skills through LinkedIn classes, professional webinars, and business podcasts.

There is no time like the present to do all the things you put off when business is busy. By implementing these tasks, your work promises to be as busy as you want it to be – sooner than you think.

As a ‘seasoned’ freelance writer and consultant I often find it challenging to learn new skills and keep current with what’s new in my field.

Given my limited free time, I’ve found several ways to learn on the go while ensuring a balanced life and the ongoing success of my small business.

Professional Memberships and Certifications
One big reason for my active membership and participation in both PRSA and IABC is that both professional organizations offer low- or no-cost webinars, podcasts, programs and events focusing on the latest in public relations and business communications.

Not only do I try to take advantage of every new learning opportunity, I also maintain my hard-earned accreditation as a public relations professional. I’m accredited by the Public Relations Society of America; the International Association of Business Communicators offers similar certifications.

My membership in professional organizations and my achievements as recognized by international certification are how I set myself apart from other independent communications consultants. I believe my clients appreciate the distinction.

Podcasts
NPR offers interesting reports via its podcasts and on its website that can provide cutting-edge business information and insights. For example, a recent NPR/Marist poll shows that within a decade, contractors and freelancers could make up half of the workforce, a shift with far-reaching implications. The Rise of the Contract Workers report is available at npr.org/series.

Many other podcasts offer up-to-the-minute finance, business, productivity, media and marketing information free of charge and available anytime, 24/7 on demand. Use your commute or your getting-ready-for-work time to your best advantage and learn/listen as you prepare for your busy workday.

TED Talks
Explore almost any topic and learn from experts free of charge on your own time simply by clicking a link on your computer, smartphone, or tablet. One talk that I clicked on lasted less than 15 minutes but provided thought-provoking insight on a trending topic: Veteran reporter Jorge Ramos – famously kicked out of then-candidate Donald Trump’s press conference in 2015 – discussing why he believes that a journalist's responsibility is to question and challenge those in power.

LinkedIn and Lynda.com
Together, Lynda.com and LinkedIn Learning offer a huge array of online courses and classes in a vast number of fields. In fact, LinkedIn Learning has more than 17 million users, 14,000 corporate users, and more than 13,000 courses and is growing exponentially after just two years.

LinkedIn Learning is available as a Premium subscription and cost about $30 a month, plus tax. You can try it out for free for a month.

Community Colleges
As a recent Forbes.com story suggests, community colleges offer hands-down some of the best educational bang for your buck.

If you’re over 50, you might be eligible for their Plus 50 Initiative, which places an emphasis on training for the workplace. Or you might enroll in the Plus 50 Encore Completion Program. It has helped 10,000 boomers earn high-value degrees or certificates in fields that not only give back but are hiring (such as education, health care and social services). Some community colleges offer free tuition for displaced workers, too.

Books
One browse on Amazon.com or in Barnes & Noble or your local independent bookstore will testify to the amazing number of how-to, trendsetting books offering education, insights, and information about any part of the business world.

At a recent IndyComm event for independent consultants I heard a graphic designer recommend the book, “Sprint: How to Solve Big Problems and Test New Ideas in Just Five Days,” available on Amazon.com in paperback for less than $12.

Authored by Jake Knapp, John Zeratsky, and Braden Kowitz, “Sprint” garners 4.7 out of five stars from Amazon reviewers who said it offers a dedicated, fast system for strategic product innovation, and that the book provides comprehensive guides, checklists, case studies, and decision-making models to help the reader identify, develop and prototype product and service opportunities.

So, do the research and find the continued learning that will work best for you and your schedule. Stay current. Stay informed. Stay interesting.

Last year I made one New Year’s resolution – to dedicate myself to better health. This year, I’m still working on that goal and I’ve added another one: Invest time and money to streamline my home-based business, ultimately creating a wireless operation that’s more efficient, organized, and productive.

Whether it’s tidying queen Marie Kondo sharing her downsizing lifestyle on Netflix or Forbes publishing tips on boosting productivity, it’s hard to ignore our shared dedication to increased home and office efficiency.

With my 2019 resolution in mind, I’m using these tools and practices:

1. Pen-and-paper lists. I’ve reinstituted a practice I followed for many years and purchased an old-fashioned composition notebook. I use it to log my phone calls, jot down ideas, and manage my to-do lists. In the past I loved this method of documenting calls and meetings, and my clients and colleagues marveled at my detailed notes. I find that this tried-and-true method keeps me on task and saves background details I might otherwise forget.
   
2. A more efficient office. I’m planning to invest in new, streamlined office furniture and electronics so I can work wirelessly and organize my files electronically. Before moving furniture around or making any purchases, however, I’m taking time to sift, sort, and purge my paper files, e-documents, and email folders, reversing my lifelong packrat habits.
   
3. Schedule exercise sessions. My new healthy lifestyle requires that I spend at least an hour a day exercising, whether I’m taking a Tai Chi or yoga class, working out with my husband at the gym, or listening to Spotify on a long walk. I’m scheduling my workouts on my Google calendar to ensure health remains a top priority. Making time for this is a must.
   
4. An organized closet. I’ve shared my recent weight-loss surgery with friends, colleagues, and clients. I’m shedding clothing sizes, so I’m continually reorganizing my closet to make room for the next-smallest size. I’ve even gone down a half-size in shoes. Constantly purging my closet has made me more mindful of my purchases and has forced me to be better-organized and use my space wisely.
   
5. Efficient meal-planning. My gastric sleeve surgery dramatically reduced my stomach, so I’m changing the ways I shop for food and prepare meals. I find that I’m more aware of everything in our pantry, fridge, and freezer. Our grocery-shopping lists include lots of protein, veggies and fruit, very few carbohydrates, and virtually no processed food. This isn’t just something I’m doing for me but it benefits the whole family.
   

Hopefully, these tips will spark ideas for better efficiency and, perhaps, even better health for you. As for me, I love starting anew with blank slate. Beginning the year right with a renewed commitment to better organization and better health gives me a lot of pleasure and satisfaction every step of the way.

One great thing about a brand-new year is that it’s the perfect time to adopt new habits that improve our productivity, work, and personal lives.

A surprising productivity secret among top CEOs, according to Forbes, is that Friday holds the key to an efficient work week. “My biggest secret for a productive Monday is what I do on Friday,” said Jon Rush, founder of C7 Device Recycle.
Recently a PRSA’s Strategies & Tactics story described steps we can take on Friday afternoons that prepare us for the most productive Mondays. The work you accomplish doesn’t have to be substantial, said the story, which quotes productivity expert Laura Vanderkam.

Vanderkam says a few minutes of planning, whether for a presentation or meeting on Monday, can lead to a better outcome or performance while also putting your mind at ease when you finally do leave the office. You’ll likely end up completing more than you set out to do anyway.

“If you want to write a novel, commit to writing 100 words a day,” she says. “You’ll probably do more, since 100 words is nothing, but that low expectation gets you to your computer even on days when you don’t want to be there. If you’re able to get a head start on a task you’re dreading, you’ll not only be in a better place come Monday; you’ll have a more relaxing weekend, to boot.”

Take these five simple steps on Fridays to prepare for the upcoming work week:
1. Create a Monday morning “hit list.” Include the first things that need to be accomplished, whether it’s an email you want to send or a phone call you need to make. Knowing what you want to knock out on Monday before you even sit down at your desk will help you get more done.

2. Review any loose ends. Take stock of what was left unfinished on your to-do list from the past week. Wrap up anything you can complete in two minutes.

3. Reflect on any task that fell through the cracks this week.  Alex Cavoulacos, CEO of The Muse, recommends the 1-3-5 method: “On any given day, assume that you can only accomplish one big thing, three medium things, and five small things,” Cavoulacos told the website Quartz at Work. Re-tool your goals for the following week, taking special care to bring forward those objectives that got waylaid last week.

4. Think about next week’s meetings. Are you ready for them? Set a timer for five minutes and take the smallest preparatory steps. You may be so engaged that you keep going.

5. Unplug. Refraining from checking email on Saturday and Sunday is integral to your sanity for next week, leaving you better rested for the busy Monday ahead. If you make this Friday commitment to your sanity and well-being, you’ll be better rested, more relaxed, and more able to hit the ground running on Monday.