When is the best time to back up your computer?
…When it’s the right time…
If you can read this blog you either have your own computer or have access to one. In whichever case you are probably aware that computers can have problems of various kinds, resulting data being lost. The kind of data you can use can include contact details of important friends or business contacts, work that you spent hours or weeks preparing, photographs of sentimental value, and even passwords or access information for a myriad of applications and services that you take for granted. Losing even a small amount of data can be a personal and professional disaster. Even if you have backups it can take hours, or even days to restore and get your systems back up and running in the format that you can work with.
So we all KNOW that we need to take regular backups, but many of us put it off, either because we think we are too busy, or perhaps we don't know how to do it properly or we don't understand the boundaries between what our company server and own local hard disk and what each stores and backs up. And when we don't do things we think we SHOULD do we feel bad, guilty and uncomfortable.
For the last year or two I have been using a new computer and diligently trying to back up to an external hard disk. However, each time I try, the disk shows an error message of one kind or another, including that files buried in deep folders are locked. This has meant that for about 18 months I knew I didn't have adequate backups of my files. I rang the company supporting my computer. I made progress but the problem was still unresolved. This was a lurking concern for me but I decided that since I had made my best efforts at that stage, that I had the best intentions and it would be OK. I resolved I would make sure I got adequate backups ‘at the right time’ before any crash. So how did I plan to do this?
I decided to trust my gut feelings about it to make sure that if I got a strong enough sense I needed a backup that I would get it sorted out. Before Christmas I heard that a friend had lost computer and everything on it and saw it as a salient warning.
Finally, finding I had extra time to work at home because of the recent heavy snowfall I rang the computer company again and finally resolved the issue. I took a full complete backup. I was concerned that my email files were not copied so I even exported all of my email files to the external hard drive to capture emails as well as contacts.
It just suddenly felt like the right time and I knew it couldn't wait any longer.
On Sunday without warning when I opened my email client it appeared to be blank, as though like a completely brand new installation. No sign of emails or contacts or calendar entries.
My heart sank. I couldn’t quite believe that all the data and settings had really been lost so I checked and double-checked that it wasn't lurking somewhere in another part of the computer, but no. It was gone. It didn't take very long to reinstall the data, although the settings for incoming email accounts took longer and I needed to set up signatures, fonts and other minor details again. But the main factor was that something had made me take the time to sort out the back up problem. In fact, I didn't lose any emails because the latest were held on the server and I could access them by web-mail.
So we can give ourselves a hard time for not doing many things that we KNOW it is sensible to do regularly, but it seems to me that it doesn't matter when we do these important things, just as long as we do them ‘at the right time’ for us. Of course, to have peace of mind, it is probably better to do these things regularly and systematically. But although it can take practice and learning to calibrate our own internal signals like gut feelings and intuitions, it can be done. Ultimately, we can save time by doing what we need to do when we need to do it, we can also save energy because we are not wasting it feeling bad.
My perspective is that successful time management is partially about getting more out of our time, partially about feeling better about what we actually do and partially recognizing how much you really do achieve, without even realizing it!
Helping you to get more from your time!
Tuesday, 19 January 2010
Thursday, 31 December 2009
New Year Resolutions, Seasonal Cycles and Time Management Tips
Use seasonal cycles to save festive time energy and money
(Also see a list of tips at the bottom)
As a student some years ago I was so busy during December studying for exams that the first opportunity I had to write Christmas cards was between Christmas and New Year. On other occasions I have written many Christmas cards to friends and colleagues and then for some reason have not been able to give them because the person went on holiday before I was expecting it or didn't come to the Christmas party as expected. This year, just before I went to a party in November I discovered several cards I had written last year but did not give. So I told the story and gave them in November, fortunately, the people concerned saw the funny side, they simply seemed to be pleased to receive a card and didn't judge the origin and I felt that at least I had given some cards out in time. Last year during the New Year sales I saw some packs of Christmas cards that I really liked on sale bought them with the valiant belief that I would actually write them and post them earlier than December. On the brink of carrying out my plan the prevailing mood over the postal strike seemed to be that those like me for whom writing and posting Christmas cards is an task rather than a joy, found a very good reason to abandon the idea so I hardly posted any and still have a large stock.
But it has occurred to me that In fact, it could even be a really good idea to take advantage of the sales to buy next year’s Christmas Cards and write them now for next year. If you are going through a time of change in your life, moving house, changing jobs, or at the end or beginning of a relationship, it can be difficult to know exactly who will be in your life next year, and of course, things may change for others including births, marriages and deaths. However, it may still be possible and worthwhile to try to write the cards to friends relatives who live far away enough for you to want to post the cards.
In fact, this may be the perfect time to write and send them if you are able to have some time off work. The pre-Christmas excitement is over; we are all more calm and reflective. There might even be astrological reasons why it is better to write as many cards as possible now, or even send New Year cards instead of Christmas Cards.
As we get older we can become increasingly aware of the cycles of our lives. Our own birthday and the birthdays of our friends and families seem to come round more quickly and we may remember more and more times we have shared with the same people. Our ancient ancestors did not have digital clocks or newspapers to tell them what day it was, so they found ways to mark time. They noticed changes in the constellations in the stars and the seasons and found ways to measure these perhaps by quarrying pieces of stone and moving them to specific positions in alignment with the rising or setting sun or the stars Since early times we have called upon rituals at specific times of the year to mark time. Perhaps we are trying to recapture good feelings we have experienced at parties at earlier times in our lives. As an adult you may try to put off your friends from ‘Happy Birthday’ to you or feel bored with hearing the same Christmas pop songs on the radio, but when we want to sing Happy Birthday, or sing Christmas carols we are really calling upon what seems like an fundamental human need to perform rituals and these often include some form of singing or chant. Perhaps we are all trying to recapture happy moments when we were children, perhaps there is something special about the feelings we evoke through repeating rituals, perhaps there is something special about the voice, and the quality of sound, (see www.jillpurce.com, and Paul Devereux, ‘Stone Age Soundtracks’.) but whatever it may be, we all feel we have the most special way of practising our seasonal celebrations and all of our celebrations tend to be slightly different. Perhaps because we are trying to re-invoke our earliest experiences and these are all unique, this has often led to religious and spiritual and cultural divisions and conflict rather than all the good times.
Those knowledgeable in astrology will be aware that our mid winter festival or solstice falls at the cusp of the end of Sagittarius and the beginning of Capricorn. With my limited knowledge of the qualities associated with astrology this seems to be striking. Many of the Sagittarians I know are party people, they tend to be intuitive and creative and artistic, they may play at least one if not several musical instruments, especially the mandolin or other stringed instruments, or be theatrical, or paint or draw. They can be quite talented as artisans or designers, they appreciate classic design or architecture and are more likely to be doing up an old house rather than living in a functional modern semi, and are more likely to be doing up a classic car like an Austin Healey rather than living in a practical little runabout. They do not tend to be focused on accumulating status and wealth, but on experience, play, fun and generosity. The emphasis is on form rather than function. In other words, it makes sense that Sagittarian time, from 21st November to 21st December or thereabouts is characterised by parties, music, pantomime, and seasonal traditions. By contrast, what I know about Capricorn nature is function over form, practical doing rather than play, feelings, or thinking and explanations. A purely Capricorn person is likely to work hard to achieve practical success and financial reward. They are more likely to live in a modern functional property, easy to maintain, minimal decorations, well-organised storage and with good access to all amenities. A Capricorn person may well be one of the least likely to want help with time management because they are likely to make lists of things that need to be done, and will tick them off until they are done, no problem!
So it is no surprise that we have a tradition of planning New Year resolutions at the beginning of Capricorn time (December 21st to January 21st approximately).
But these we can see that these two natures are very different, the Sagittarian is likely to want to provide all the ingredients for the party, and the Capricorn may be the one making sure the glasses are not broken, spills are mopped up and that there are plenty of dustbin bags. He or she will then clear up at the end. (For more accurate information about this or other aspects of astrology see www.astro.com).
So there we have all the ingredients for family disruption over Christmas. It is no surprise that Christmas can be one of the most difficult times for people. We want to party and spend all the way through December and through Christmas Day, we want to have fun and happiness right through to New Year’s Eve, but Christmas Day actually falls on Capricorn time, when the prevailing astrological clock shifts towards responsibility, practicality and duty. In the Christian calendar, while Saint Nicolas is still jovial and having a party, Jesus was born at the time as someone who needed to clean up after the party. Perhaps our ancient forbears recognised this when they marked their mid winter celebration on the cusp so that their main party was on the shortest day, 21st December, after which we would all get over our hangovers, knuckle down and get on with the long dark days of winter, but knowing that the days were beginning to get longer.
Time Management New Year Resolution:
• Buy an abundance of next year’s Christmas cards in the sales, - save time energy and money
• While you are taking down the Christmas Decorations, make a note of who sent you a card and write your Christmas cards to them first.
• Write as many Christmas Cards as possible now while you are still feeling guilty about those you haven’t sent! After all, it does feel good to give them as well as receive them to show people you care.
• Don't seal the envelopes in case of house move, or you need to add a new baby or partner.
• Write a list of who you have written cards to, Put them in alphabetical order somewhere you will find easily, count how many stamps you need and make a note of that on the list of recipients. Put a reminder in your calendar for September to take another look and confirm gaps.
• Take a well-earned break and reward yourself with some left over festive treats!
(Also see a list of tips at the bottom)
As a student some years ago I was so busy during December studying for exams that the first opportunity I had to write Christmas cards was between Christmas and New Year. On other occasions I have written many Christmas cards to friends and colleagues and then for some reason have not been able to give them because the person went on holiday before I was expecting it or didn't come to the Christmas party as expected. This year, just before I went to a party in November I discovered several cards I had written last year but did not give. So I told the story and gave them in November, fortunately, the people concerned saw the funny side, they simply seemed to be pleased to receive a card and didn't judge the origin and I felt that at least I had given some cards out in time. Last year during the New Year sales I saw some packs of Christmas cards that I really liked on sale bought them with the valiant belief that I would actually write them and post them earlier than December. On the brink of carrying out my plan the prevailing mood over the postal strike seemed to be that those like me for whom writing and posting Christmas cards is an task rather than a joy, found a very good reason to abandon the idea so I hardly posted any and still have a large stock.
But it has occurred to me that In fact, it could even be a really good idea to take advantage of the sales to buy next year’s Christmas Cards and write them now for next year. If you are going through a time of change in your life, moving house, changing jobs, or at the end or beginning of a relationship, it can be difficult to know exactly who will be in your life next year, and of course, things may change for others including births, marriages and deaths. However, it may still be possible and worthwhile to try to write the cards to friends relatives who live far away enough for you to want to post the cards.
In fact, this may be the perfect time to write and send them if you are able to have some time off work. The pre-Christmas excitement is over; we are all more calm and reflective. There might even be astrological reasons why it is better to write as many cards as possible now, or even send New Year cards instead of Christmas Cards.
As we get older we can become increasingly aware of the cycles of our lives. Our own birthday and the birthdays of our friends and families seem to come round more quickly and we may remember more and more times we have shared with the same people. Our ancient ancestors did not have digital clocks or newspapers to tell them what day it was, so they found ways to mark time. They noticed changes in the constellations in the stars and the seasons and found ways to measure these perhaps by quarrying pieces of stone and moving them to specific positions in alignment with the rising or setting sun or the stars Since early times we have called upon rituals at specific times of the year to mark time. Perhaps we are trying to recapture good feelings we have experienced at parties at earlier times in our lives. As an adult you may try to put off your friends from ‘Happy Birthday’ to you or feel bored with hearing the same Christmas pop songs on the radio, but when we want to sing Happy Birthday, or sing Christmas carols we are really calling upon what seems like an fundamental human need to perform rituals and these often include some form of singing or chant. Perhaps we are all trying to recapture happy moments when we were children, perhaps there is something special about the feelings we evoke through repeating rituals, perhaps there is something special about the voice, and the quality of sound, (see www.jillpurce.com, and Paul Devereux, ‘Stone Age Soundtracks’.) but whatever it may be, we all feel we have the most special way of practising our seasonal celebrations and all of our celebrations tend to be slightly different. Perhaps because we are trying to re-invoke our earliest experiences and these are all unique, this has often led to religious and spiritual and cultural divisions and conflict rather than all the good times.
Those knowledgeable in astrology will be aware that our mid winter festival or solstice falls at the cusp of the end of Sagittarius and the beginning of Capricorn. With my limited knowledge of the qualities associated with astrology this seems to be striking. Many of the Sagittarians I know are party people, they tend to be intuitive and creative and artistic, they may play at least one if not several musical instruments, especially the mandolin or other stringed instruments, or be theatrical, or paint or draw. They can be quite talented as artisans or designers, they appreciate classic design or architecture and are more likely to be doing up an old house rather than living in a functional modern semi, and are more likely to be doing up a classic car like an Austin Healey rather than living in a practical little runabout. They do not tend to be focused on accumulating status and wealth, but on experience, play, fun and generosity. The emphasis is on form rather than function. In other words, it makes sense that Sagittarian time, from 21st November to 21st December or thereabouts is characterised by parties, music, pantomime, and seasonal traditions. By contrast, what I know about Capricorn nature is function over form, practical doing rather than play, feelings, or thinking and explanations. A purely Capricorn person is likely to work hard to achieve practical success and financial reward. They are more likely to live in a modern functional property, easy to maintain, minimal decorations, well-organised storage and with good access to all amenities. A Capricorn person may well be one of the least likely to want help with time management because they are likely to make lists of things that need to be done, and will tick them off until they are done, no problem!
So it is no surprise that we have a tradition of planning New Year resolutions at the beginning of Capricorn time (December 21st to January 21st approximately).
But these we can see that these two natures are very different, the Sagittarian is likely to want to provide all the ingredients for the party, and the Capricorn may be the one making sure the glasses are not broken, spills are mopped up and that there are plenty of dustbin bags. He or she will then clear up at the end. (For more accurate information about this or other aspects of astrology see www.astro.com).
So there we have all the ingredients for family disruption over Christmas. It is no surprise that Christmas can be one of the most difficult times for people. We want to party and spend all the way through December and through Christmas Day, we want to have fun and happiness right through to New Year’s Eve, but Christmas Day actually falls on Capricorn time, when the prevailing astrological clock shifts towards responsibility, practicality and duty. In the Christian calendar, while Saint Nicolas is still jovial and having a party, Jesus was born at the time as someone who needed to clean up after the party. Perhaps our ancient forbears recognised this when they marked their mid winter celebration on the cusp so that their main party was on the shortest day, 21st December, after which we would all get over our hangovers, knuckle down and get on with the long dark days of winter, but knowing that the days were beginning to get longer.
Time Management New Year Resolution:
• Buy an abundance of next year’s Christmas cards in the sales, - save time energy and money
• While you are taking down the Christmas Decorations, make a note of who sent you a card and write your Christmas cards to them first.
• Write as many Christmas Cards as possible now while you are still feeling guilty about those you haven’t sent! After all, it does feel good to give them as well as receive them to show people you care.
• Don't seal the envelopes in case of house move, or you need to add a new baby or partner.
• Write a list of who you have written cards to, Put them in alphabetical order somewhere you will find easily, count how many stamps you need and make a note of that on the list of recipients. Put a reminder in your calendar for September to take another look and confirm gaps.
• Take a well-earned break and reward yourself with some left over festive treats!
Wednesday, 23 December 2009
how can communication save time, energy and bring unexpected seasonal gifts?
Listening effectively saves your time as well as those around you and can help you get more energy and achieve more!
In my work as a time management I often work with men. Although they have often achieved a great deal in their business lives, when they talk about their wives there seems to be an assumption that they need to compromise and ‘put up with’ certain behaviour in order to have a happy life. This can include what we they often call ‘nagging’ or being ‘henpecked!’
People in general and husbands in particular often complain about how their partners repeat themselves and continually bring up the same issues.
So what does makes us repeat ourselves? We tend to repeat ourselves when we don’t feel heard!
So if someone we know tends to repeat themselves and we never feel like we can move on, one approach we can take, rather than to stop listening is to listen differently.
It may seem like we are putting our own needs to one side, but actually it is another way of asserting ourselves and can mean we create opportunities to persuade, influence and get our point across.
Experiment with listening differently just for 10 minutes and see what happens! The main key is to really show that you are trying to understand what the other person is saying and show that you have heard. This sounds so simple and almost simplistic but it can dramatically change relationships and save everyone time.
One couple I worked with came to see me for help with anger management. They both felt that he had problems with anger that needed to be addressed. However they both also acknowledged that she ‘nagged’ him, but didn't see that as a problem or in any way related to his anger. I saw them both together and separately. When I saw him individually he said that he got angry because when he came home from work he was often really tired and yet she ‘nagged’ at him to do work around the house. He felt he did a lot already but she didn’t seem to acknowledge it.
When I saw her separately I suggested that she try some different communication techniques. The next time I saw him he said that they were getting on better, he wasn't sure what had changed but she was no longer nagging him so much. As a result, he found he more energy when he came home from work and was actually helping her more around the house. The anger issues were very deep and complex and took some time to work through individually, but by providing some first-aid in the form of communication tools and techniques to both partners allowed them to get on with their relationship, and get more out of their time and life together, while some of the more deeper issues were healed.
Listening and communication skills really do help you save time and could bring other unexpected gifts to your relationship!
In my work as a time management I often work with men. Although they have often achieved a great deal in their business lives, when they talk about their wives there seems to be an assumption that they need to compromise and ‘put up with’ certain behaviour in order to have a happy life. This can include what we they often call ‘nagging’ or being ‘henpecked!’
People in general and husbands in particular often complain about how their partners repeat themselves and continually bring up the same issues.
So what does makes us repeat ourselves? We tend to repeat ourselves when we don’t feel heard!
So if someone we know tends to repeat themselves and we never feel like we can move on, one approach we can take, rather than to stop listening is to listen differently.
It may seem like we are putting our own needs to one side, but actually it is another way of asserting ourselves and can mean we create opportunities to persuade, influence and get our point across.
Experiment with listening differently just for 10 minutes and see what happens! The main key is to really show that you are trying to understand what the other person is saying and show that you have heard. This sounds so simple and almost simplistic but it can dramatically change relationships and save everyone time.
One couple I worked with came to see me for help with anger management. They both felt that he had problems with anger that needed to be addressed. However they both also acknowledged that she ‘nagged’ him, but didn't see that as a problem or in any way related to his anger. I saw them both together and separately. When I saw him individually he said that he got angry because when he came home from work he was often really tired and yet she ‘nagged’ at him to do work around the house. He felt he did a lot already but she didn’t seem to acknowledge it.
When I saw her separately I suggested that she try some different communication techniques. The next time I saw him he said that they were getting on better, he wasn't sure what had changed but she was no longer nagging him so much. As a result, he found he more energy when he came home from work and was actually helping her more around the house. The anger issues were very deep and complex and took some time to work through individually, but by providing some first-aid in the form of communication tools and techniques to both partners allowed them to get on with their relationship, and get more out of their time and life together, while some of the more deeper issues were healed.
Listening and communication skills really do help you save time and could bring other unexpected gifts to your relationship!
Tuesday, 8 December 2009
So what has trust got to do with saving time!!
The theme of trust has been in the air lately for different clients with different challenges but at the bottom of it is an inability to trust others and this has the ultimate consequence that they are not fulfilling their own business, professional and financial potential.
For example, one client has been successfully running her own design business but has reached a bottleneck. Whenever I see her she is speaking at breakneck speed, travelling from one place to another and describing one practical catastrophe after another - the car breaks down, her mobile phone is been lost.
Whenever we have an appointment, I can plan around the fact that I know she will reschedule during the last minute and delay our meeting at least half an hour.
She said she really wanted and needed help but rescheduled several times because of issues that came up last minute. When we finally got together for her time management consultation (35 minutes later than originally scheduled) we reviewed many of the basics about her situation. For example, we reviewed her personal and professional goals, plans and ambitions, her background skills and education, including communication skills, management and leadership skills. It emerged that although her core business is design, she had a gift for sales and business development but her main weakness was in delegation.
She really found it very difficult to delegate to others in specific important ways related to her work. She was quite aware this held her back but didn't know what to do about it. It emerged that she found it difficult to trust anyone. If she won business from an existing or new client, this was very valuable to her it meant potential and real income as well as reputation and she did not want to risk delegating this work to someone else who may not do it to the same standards of quality as herself. Yet she was facing up to the fact that she was generating so much business and making so many new commitments that she could not fulfil them and quality was actually compromised.
I proposed to her that until she can trust herself she would not be able to trust anyone else. This seemed a revolutionary idea to her, which confirmed to me that we had hit on the way to make a dramatic and quantifiable difference to her time management, her work-life balance and to her income potential. We came up with a number of ways she could learn to trust herself that would fit in to her own personality and current lifestyle.
Lack of trust in others is a very common issue, but we can learn to trust ourselves, it is a learning process that can take time, and may include some painful mistakes, but in the end the implications will make a dramatic impact onto how you manage your time energy and money, and this will have a direct impact on your income not to mention your quality of life.
Ralph Waldo Emerson said ‘Self-trust is the first secret of success.’ In The Luck Factor: The Scientific Study of the Lucky Mind,’ Richard Wiseman has found through extensive research that four behaviour traits are characteristic of those who consider themselves to be lucky, and these behaviours can be learned. One of these behaviours is to trust our own hunches and gut feelings. Even in his incredible book about his experiences in concentration camps, ‘Man’s Search for Meaning, Viktor Frankl found that trusting one’s gut feeling or hunches is far more successful as a survival strategy than trying to second guess the prison guards.
Being able to delegate is essential to developing a strong support network and team. So by learning to trust ones self, we are more able to make wise decisions about we else we can trust. We are then better able to share our responsibilities appropriately and save time, energy and money!
For example, one client has been successfully running her own design business but has reached a bottleneck. Whenever I see her she is speaking at breakneck speed, travelling from one place to another and describing one practical catastrophe after another - the car breaks down, her mobile phone is been lost.
Whenever we have an appointment, I can plan around the fact that I know she will reschedule during the last minute and delay our meeting at least half an hour.
She said she really wanted and needed help but rescheduled several times because of issues that came up last minute. When we finally got together for her time management consultation (35 minutes later than originally scheduled) we reviewed many of the basics about her situation. For example, we reviewed her personal and professional goals, plans and ambitions, her background skills and education, including communication skills, management and leadership skills. It emerged that although her core business is design, she had a gift for sales and business development but her main weakness was in delegation.
She really found it very difficult to delegate to others in specific important ways related to her work. She was quite aware this held her back but didn't know what to do about it. It emerged that she found it difficult to trust anyone. If she won business from an existing or new client, this was very valuable to her it meant potential and real income as well as reputation and she did not want to risk delegating this work to someone else who may not do it to the same standards of quality as herself. Yet she was facing up to the fact that she was generating so much business and making so many new commitments that she could not fulfil them and quality was actually compromised.
I proposed to her that until she can trust herself she would not be able to trust anyone else. This seemed a revolutionary idea to her, which confirmed to me that we had hit on the way to make a dramatic and quantifiable difference to her time management, her work-life balance and to her income potential. We came up with a number of ways she could learn to trust herself that would fit in to her own personality and current lifestyle.
Lack of trust in others is a very common issue, but we can learn to trust ourselves, it is a learning process that can take time, and may include some painful mistakes, but in the end the implications will make a dramatic impact onto how you manage your time energy and money, and this will have a direct impact on your income not to mention your quality of life.
Ralph Waldo Emerson said ‘Self-trust is the first secret of success.’ In The Luck Factor: The Scientific Study of the Lucky Mind,’ Richard Wiseman has found through extensive research that four behaviour traits are characteristic of those who consider themselves to be lucky, and these behaviours can be learned. One of these behaviours is to trust our own hunches and gut feelings. Even in his incredible book about his experiences in concentration camps, ‘Man’s Search for Meaning, Viktor Frankl found that trusting one’s gut feeling or hunches is far more successful as a survival strategy than trying to second guess the prison guards.
Being able to delegate is essential to developing a strong support network and team. So by learning to trust ones self, we are more able to make wise decisions about we else we can trust. We are then better able to share our responsibilities appropriately and save time, energy and money!
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