Files. Oh joy and delight! They can be that or they can be a real headache.
So here's a couple of ideas to think about.
First of all, in your office space, have any files you work with regularly within easy reach of where you work.
For example, put your filing cabinet beside or behind your desk, where you can swivel to get at it quickly. Or put your major files in one of your desk drawers.
Keep your tickler file close at hand, and perhaps a desktop file holder for any current projects you are working on.
What about the filing system you use? Is it easy or does it give you grief?
Part of the problem with filing is just deciding in the first place what to file something under. And really, only you can do that because it needs to be something that makes sense to you.
Do try to keep that as simple as possible. Think of the first name or title that you would probably look under if you need to find this file later. For example, would you file your insurance papers under "Insurance" or under the company name "ABC Insurance"? If I'm really not sure, I might do both - pick one to put the information in and then add the other one that simply has a note in it that says to check in the other file. But only do that as a last resort if you really think you need to.
First, as much as possible, file everything in one alphabetical system. If you have a home office, then you may want to separate them into business and personal files, but then keep each of those to a simple alphabetical system.
Some organizers also suggest just using file folders. Personally, I like using hanging files for the file folders, but just going with the file folders costs less, and some find it easier to manage. So do what works best for you.
Wednesday, March 30, 2011
Cost of Organizing
In a quick survey I took this week, one of the reasons people gave for hesitating to bring in an organizer to help them was the cost.
Costs for organizers can run anywhere from $50-$200 per hour. That may seem like a lot at first glance, but it really depends on how you look at it.
I did a previous post on the Cost of Disorganization that looked at how much disorganization can cost you in wasted time - even an hour a day if you make $50/hr can cost you in the neighborhood of $12,500 per year. So even if you need a couple of days with an organizer, what's a couple of hundred dollars or even a few thousand if you really need it, if it can save you that several or perhaps many times over in just a year?
There are other costs as well if you don't get organized. Too much to do and not being organized about it can make life very stressful. That impacts a lot of things in our lives. Studies have shown that when you get too busy and too stressed your productivity diminishes - you don't have the energy to do the job quickly and well. Relationships suffer, and stress just piles upon more stress.
Part of the cost of bringing in an organizer might be an emotional one - having to admit to yourself that you need help with this. That can feel embarrassing because this is one of those things that we think we should be able to do ourselves.
But why should we think that? We don't hesitate to bring in help for our bookkeeping or technical stuff, or all kinds of other things, do we? So why not this?
Besides, any good organizer will understand that there are all kinds of reasons why we get disorganized and they will work with you. And most organizers really enjoy what they do, so why not let them do for you what you're not enjoying or getting done yourself?
Costs for organizers can run anywhere from $50-$200 per hour. That may seem like a lot at first glance, but it really depends on how you look at it.
I did a previous post on the Cost of Disorganization that looked at how much disorganization can cost you in wasted time - even an hour a day if you make $50/hr can cost you in the neighborhood of $12,500 per year. So even if you need a couple of days with an organizer, what's a couple of hundred dollars or even a few thousand if you really need it, if it can save you that several or perhaps many times over in just a year?
There are other costs as well if you don't get organized. Too much to do and not being organized about it can make life very stressful. That impacts a lot of things in our lives. Studies have shown that when you get too busy and too stressed your productivity diminishes - you don't have the energy to do the job quickly and well. Relationships suffer, and stress just piles upon more stress.
Part of the cost of bringing in an organizer might be an emotional one - having to admit to yourself that you need help with this. That can feel embarrassing because this is one of those things that we think we should be able to do ourselves.
But why should we think that? We don't hesitate to bring in help for our bookkeeping or technical stuff, or all kinds of other things, do we? So why not this?
Besides, any good organizer will understand that there are all kinds of reasons why we get disorganized and they will work with you. And most organizers really enjoy what they do, so why not let them do for you what you're not enjoying or getting done yourself?
Dealing With Your E-mail
Oh yikes!
That's probably the response a lot of us have to our e-mail inboxes, right?
So what can you do about it?
Here's some suggestions, particularly for business and office e-mails.
First, what can you do about sending e-mails in the first place? (Get everyone in the office to follow this)
That's probably the response a lot of us have to our e-mail inboxes, right?
So what can you do about it?
Here's some suggestions, particularly for business and office e-mails.
First, what can you do about sending e-mails in the first place? (Get everyone in the office to follow this)
- keep them short and sweet - so that the main point of the e-mail can be read in 15 seconds or less
- fit as much of the message into the subject line as possible (ie, meeting dates, times and locations)
- when responding to e-mails, change the subject line to reflect the main content of the e-mail (it's frustrating to try and find a particular e-mail when there are 10 of them in your inbox with the same subject line)
- if you need a longer e-mail - send the information as an attachment or summarize the main points at the top of the e-mail.
- first of all, shut off the e-mail reminder that pops up whenever you get an e-mail - that is distracting and a great way to waste time
- schedule only a few times a day to deal with e-mails and then do it all at once
- if it's junk, delete it immediately
- do I need to do anything about this e-mail right now?
- if no, either delete it, put it in an action file, or in a reference file.
- if yes, and it takes less than 2 minutes, do it right away
- if it will take more than two minutes, decide what your next action step is and file it accordingly - put it in your calendar, delegate it, or add it to an action list for later.
Maintaining After You've Organized
It's all great and wonderful to clean up and declutter your office or home - in fact it can feel pretty darn good - but how long does it last... unless...?
Yes, part of the process of organizing is to maintain it afterwards.
Don't make a big issue of this in your mind - just find a way to create some time for maintenance in your regular schedule. The good news is that if you do it regularly, it usually doesn't take that much time.
Some things you may need to do daily. Filing paperwork and cleaning off your desk surface would probably be good ones for that. Emptying your e-mail box is another.
Other things might only need to be done weekly, bi-weekly or monthly. You'll need to decide which things fall into which category.
What might help is to create areas or containers where you can quickly dump things that need to be organized or put back where they belong.
The best way to go is to put the things you use most frequently within arm's reach of where you do most of your work. Then make it a habit to put stuff back where it belongs as soon as you are finished with it.
If you've been a clutter person in the past, you may need to make a new habit. Make a notation in your daily journal or to-do list for the next month to make some time once or twice a day to clean up your space and put everything back where it belongs. Once you've done it for a month it will be much easier to keep on with that as a habit.
Yes, part of the process of organizing is to maintain it afterwards.
Don't make a big issue of this in your mind - just find a way to create some time for maintenance in your regular schedule. The good news is that if you do it regularly, it usually doesn't take that much time.
Some things you may need to do daily. Filing paperwork and cleaning off your desk surface would probably be good ones for that. Emptying your e-mail box is another.
Other things might only need to be done weekly, bi-weekly or monthly. You'll need to decide which things fall into which category.
What might help is to create areas or containers where you can quickly dump things that need to be organized or put back where they belong.
The best way to go is to put the things you use most frequently within arm's reach of where you do most of your work. Then make it a habit to put stuff back where it belongs as soon as you are finished with it.
If you've been a clutter person in the past, you may need to make a new habit. Make a notation in your daily journal or to-do list for the next month to make some time once or twice a day to clean up your space and put everything back where it belongs. Once you've done it for a month it will be much easier to keep on with that as a habit.
Eat That Frog
I recently read an interesting book by Brian Tracy called "Eat That Frog! 21 Great Ways to Stop Procrastinating and Get More Done in Less Time".
Thought I would share a couple of ideas from the book that might be a help with your organizing.
One of the first steps to becoming more productive is to create Clarity.
Thought I would share a couple of ideas from the book that might be a help with your organizing.
One of the first steps to becoming more productive is to create Clarity.
Clarity means that you need to decide exactly what you want to achieve in each area of your life. If you are fuzzy-minded about what you want, you will struggle with procrastinating, feeling confused, and generally not being very motivated.
Something to think about - he commented that only 3% of adults have clear written goals - but yet they achieve 5-10 times as much as those who don’t. Kind of makes you rethink this goals thing, doesn't it?
Want a formula for setting and achieving goals? Here's what he suggests:
- decide exactly what you want
- write it down – think on paper
- set a deadline on your goal (with sub-deadlines if needed)
- make a list of everything you can think of that you are going to have to do to achieve your goal
- organize the list into a plan
- take action on your plan immediately
- resolve to do something every single day that moves you toward your m
aj or goals
Wednesday, March 23, 2011
Organize Those Drawers
A simple way to organize your drawers is to use dividers of some kind.
You don't have to go out and buy something fancy. Get creative and look for things you already have.
In my desk drawers I've used boxes and lids from card sets to create general areas. Then inside those areas I've used small glasses to hold an assortment of items. Looks nice and makes it easy to find things.
Just find something simple to create a divider system that works for the items in your drawers.
How to Plan Your Day
How do you plan your day?
What tools do you use?
Nowadays there is everything from daily journals of all kinds to all the latest gadgets and computer programs you could want.
The important thing is to find a tool that works for you and that you enjoy using.
I know of a multi-millionaire who uses a simple paper pad to make a daily list where he prioritizes his items and schedules in his times. SImple, but hugely effective, based on his results.
I love writing and I still love using pen and paper. So for me a daily journal works well.
I recently discovered a way to make it even more useful. I set up a lovely antique brass easel on my desk right beside my computer screen. My daily journal is one that folds open and back on itself, so I can set my journal on the easel with today's page facing me. That way I can see at a glance what is on my list to do and what I should be doing next.
It also makes it very handy to grab when I want to add any ideas or to-do items that come along as I am working.
I check off my items as I do them through the day. Any that don't get done get added to the next appropriate day, get deleted or get delegated.
How do you plan your day? Do the tools you use work well for you? Or would it perhaps help to try something different?
What tools do you use?
Nowadays there is everything from daily journals of all kinds to all the latest gadgets and computer programs you could want.
The important thing is to find a tool that works for you and that you enjoy using.
I know of a multi-millionaire who uses a simple paper pad to make a daily list where he prioritizes his items and schedules in his times. SImple, but hugely effective, based on his results.
I love writing and I still love using pen and paper. So for me a daily journal works well.
I recently discovered a way to make it even more useful. I set up a lovely antique brass easel on my desk right beside my computer screen. My daily journal is one that folds open and back on itself, so I can set my journal on the easel with today's page facing me. That way I can see at a glance what is on my list to do and what I should be doing next.
It also makes it very handy to grab when I want to add any ideas or to-do items that come along as I am working.
I check off my items as I do them through the day. Any that don't get done get added to the next appropriate day, get deleted or get delegated.
How do you plan your day? Do the tools you use work well for you? Or would it perhaps help to try something different?
Start the Night Before
When do you plan your day?
Are you doing it at the best time?
When is that, you ask?
The day or the evening before.
Why is that?
When you plan your next day the day before - at the end of your day or at the end of your work day - you are fresh from having done the day's work. You know what needs to be done next and you can list it all then and there. And you can decide what is most important to get done and prioritize accordingly.
That way you can start the next day by getting right at what needs to be done.
If you try to do your planning first thing in the morning, you have to think through what you did the day before, and chances are you'll miss things or your brain will still be foggy from sleep.
Besides, if you do it the day or night before, you'll probably not take nearly as much time because you're ready to head home or get on with other things. You have more incentive to get it done and get going.
Are you doing it at the best time?
When is that, you ask?
The day or the evening before.
Why is that?
When you plan your next day the day before - at the end of your day or at the end of your work day - you are fresh from having done the day's work. You know what needs to be done next and you can list it all then and there. And you can decide what is most important to get done and prioritize accordingly.
That way you can start the next day by getting right at what needs to be done.
If you try to do your planning first thing in the morning, you have to think through what you did the day before, and chances are you'll miss things or your brain will still be foggy from sleep.
Besides, if you do it the day or night before, you'll probably not take nearly as much time because you're ready to head home or get on with other things. You have more incentive to get it done and get going.
The Important Things First
Do you want to accompllish something of significance in your life and work?
See, it isn't just about getting a lot done. It's about getting the important things done that matters.
That reminds me of the old object lesson where you are given some rocks, some stones, some gravel, some sand and some water. You are told to put them into a glass jar. If you start with the small stuff first - the water, the sand and the gravel, you'll be lucky if there is much room at all for the stones, and likely none for the rocks.
However, if you put the rocks in first, tuck the stones in between them, shake the gravel down in amongst the stones and rocks, then let the sand filter down, you'll have room enough left for the water too - and it will all fit in.
The secret of course, is to put the largest items in first, then the progressively smaller items.
If we do the same with our plans for the day - put in the most important items first, then all the other stuff will fit in as well. But if we try to start with all the minor, but often easiest things to do, we usually find that we don't have time for the things that really should come first.
Next time you plan your day, take a few minutes to think about what is most important for you to do. Prioritize your list and do the most important things first if at all possible.
See, it isn't just about getting a lot done. It's about getting the important things done that matters.
That reminds me of the old object lesson where you are given some rocks, some stones, some gravel, some sand and some water. You are told to put them into a glass jar. If you start with the small stuff first - the water, the sand and the gravel, you'll be lucky if there is much room at all for the stones, and likely none for the rocks.
However, if you put the rocks in first, tuck the stones in between them, shake the gravel down in amongst the stones and rocks, then let the sand filter down, you'll have room enough left for the water too - and it will all fit in.
The secret of course, is to put the largest items in first, then the progressively smaller items.
If we do the same with our plans for the day - put in the most important items first, then all the other stuff will fit in as well. But if we try to start with all the minor, but often easiest things to do, we usually find that we don't have time for the things that really should come first.
Next time you plan your day, take a few minutes to think about what is most important for you to do. Prioritize your list and do the most important things first if at all possible.
Those Amazing File Boxes
I don't remember when I first discovered file boxes, but boy do I like them! I think at one point I may have had about 50 of them.
They can be used for a wide variety of things - files, of course, but also books, magazines, extra office supplies, craft supplies, hobby supplies, glassware, clothing, bedding, and a thousand and one other things.
In fact, one of my collections is a Christmas Village I use for raising funds for charity and just to give people pleasure at Christmas. It takes up a whole closet in one of my spare bedrooms, but what makes it manageable is that it all gets packed away in filing boxes - houses, accessories, lights, electrical cords and all.
Because the boxes are all the same size, and usually fairly sturdy as well, it's easy to stack them in piles or rows without taking up a whole lot of extra space.
It helps to add labels to one side and one front of the boxes and then to make sure at least one of the labels is facing out when you stack them. Makes it easy to find what you are looking for.
Do you use filing boxes? If not, why not consider getting some. They can be purchased quite inexpensively at times from stationery supply stores such as Staples.
They can be used for a wide variety of things - files, of course, but also books, magazines, extra office supplies, craft supplies, hobby supplies, glassware, clothing, bedding, and a thousand and one other things.
In fact, one of my collections is a Christmas Village I use for raising funds for charity and just to give people pleasure at Christmas. It takes up a whole closet in one of my spare bedrooms, but what makes it manageable is that it all gets packed away in filing boxes - houses, accessories, lights, electrical cords and all.
Because the boxes are all the same size, and usually fairly sturdy as well, it's easy to stack them in piles or rows without taking up a whole lot of extra space.
It helps to add labels to one side and one front of the boxes and then to make sure at least one of the labels is facing out when you stack them. Makes it easy to find what you are looking for.
Do you use filing boxes? If not, why not consider getting some. They can be purchased quite inexpensively at times from stationery supply stores such as Staples.
One Secret to Getting More Done
Do you ever find yourself so busy that you don't know which way you're going anymore?
There's actually quite a simple answer to that - although not necessarly an easy one. It' s a tiny little two-letter word.
"No."
When life or business gets so busy that you are feeling overwhelmed, something needs to give. Unfortunately, all too often it's the important things in life that we give up on first - time for our health and sanity, time for our important relationships, time for our dreams, and so on.
Sometimes it really does come down to learning to say no.
That's a lesson I learned the hard way - by burning out, as they say. Trying to do too much, trying to please everybody else, not listening to my own heart.
Nowadays, even when I am tempted, as I was this week, to get involved again in a group that I would love to be part of, I said no. Because I know that I can't do it all.
In some ways, since I've learned to say no, I have a saner life, I am happier and more content. And oddly enough, I still get a lot done. Partly because I don't stretch myself so thin and partly because I am far more focused in what I do.
I recently read that the number three reason for procrastination (which certainly keeps you from getting where you want to go) is being overwhelmed - trying to do too much. They also commented that when you are overwhelmed, you actually slow down and become less productive.
So how is your schedule? Doing too much? Feeling overwhelmed?
Maybe it's time to take a good look at just what all you are trying to do. Do you really, really need to be doing all of what's on your list? Maybe it's time to start saying "No."
Like I said earlier, it's a simple solution, but not exactly an easy one.
There's actually quite a simple answer to that - although not necessarly an easy one. It' s a tiny little two-letter word.
"No."
When life or business gets so busy that you are feeling overwhelmed, something needs to give. Unfortunately, all too often it's the important things in life that we give up on first - time for our health and sanity, time for our important relationships, time for our dreams, and so on.
Sometimes it really does come down to learning to say no.
That's a lesson I learned the hard way - by burning out, as they say. Trying to do too much, trying to please everybody else, not listening to my own heart.
Nowadays, even when I am tempted, as I was this week, to get involved again in a group that I would love to be part of, I said no. Because I know that I can't do it all.
In some ways, since I've learned to say no, I have a saner life, I am happier and more content. And oddly enough, I still get a lot done. Partly because I don't stretch myself so thin and partly because I am far more focused in what I do.
I recently read that the number three reason for procrastination (which certainly keeps you from getting where you want to go) is being overwhelmed - trying to do too much. They also commented that when you are overwhelmed, you actually slow down and become less productive.
So how is your schedule? Doing too much? Feeling overwhelmed?
Maybe it's time to take a good look at just what all you are trying to do. Do you really, really need to be doing all of what's on your list? Maybe it's time to start saying "No."
Like I said earlier, it's a simple solution, but not exactly an easy one.
The Value of Intergrity
There is an old saying by Ralph Waldo Emerson that goes something along the lines of, "What you do speaks so loudly that I cannot hear what you say."
Could it be that one of things that clutters up our lives and our business relationships is a lack of truth and integrity?
I got to thinking about that this past week after an experience with a business that had great sounding words about integrity - man, it really made you want to be part of a business like that.
Unfortunately, the experience proved to be something different than the words and I lost faith in that business.
Thinking that over made me take a new look at how I do things. Do I always keep my word? Can others trust me when I tell them something?
Not only does a lack of truth and integrity destroy trust in others toward you, but it also destroys trust in you toward yourself. And that comes out in our actions in all kinds of ways that we are often unaware of.
I don't know about you, but I want to be a person of integrity. So I decided to add a little item to my daily to-do list for awhile. I call it an Intergrity Check.
At the end of the day, I simply take a few minutes to think back over the day and question whether there was anything I said or did that wasn't in integrity. Try it - you may surprise yourself at what you discover.
This may not be something you would normally think of when it comes to organizing, but think about how much untruth and dishonesty - even those little white lies - can clutter up your mind and heart and affect your life. Might be worth adding an Integrity Check to your daily list for a few weeks to see what comes up for you.
Could it be that one of things that clutters up our lives and our business relationships is a lack of truth and integrity?
I got to thinking about that this past week after an experience with a business that had great sounding words about integrity - man, it really made you want to be part of a business like that.
Unfortunately, the experience proved to be something different than the words and I lost faith in that business.
Thinking that over made me take a new look at how I do things. Do I always keep my word? Can others trust me when I tell them something?
Not only does a lack of truth and integrity destroy trust in others toward you, but it also destroys trust in you toward yourself. And that comes out in our actions in all kinds of ways that we are often unaware of.
I don't know about you, but I want to be a person of integrity. So I decided to add a little item to my daily to-do list for awhile. I call it an Intergrity Check.
At the end of the day, I simply take a few minutes to think back over the day and question whether there was anything I said or did that wasn't in integrity. Try it - you may surprise yourself at what you discover.
This may not be something you would normally think of when it comes to organizing, but think about how much untruth and dishonesty - even those little white lies - can clutter up your mind and heart and affect your life. Might be worth adding an Integrity Check to your daily list for a few weeks to see what comes up for you.
Monday, March 14, 2011
Clutter Collectors
Do you have places in your home or workspace where clutter seems to collect?
Why not find some "Clutter Collectors" to put in those areas?
For example, put a large decorative bowl or basket by the door to collect keys and mail and the other odds and sorts that you dump when you come in.
What about in your office? What collects and where in your workspace?
In my office it's paper. I am an avid ideas collector, so I'm forever scribbling down the latest find on a piece of notepaper (actually, I use a paper cutter to recycle used 8 1/2 x 11 sheets of paper that I cut into six pieces). I have a container especially for those notepapers, and then I have a container with a series of sections in it to collect these ideas in several main categories.
I'm also an avid reader, so there are always piles of books around. I now have a lovely wooden book rack in my office that keeps most of the book piles under control. (Sheepish grin - as there are always a few that manage to escape!)
There's always plenty of paper to recycle, so I keep a box handy under or near my desk where the recycled paper goes right away. Sure makes it easier to deal with.
What collects on your desk or in your office? And what interesting container can you use to collect it?
Why not find some "Clutter Collectors" to put in those areas?
For example, put a large decorative bowl or basket by the door to collect keys and mail and the other odds and sorts that you dump when you come in.
What about in your office? What collects and where in your workspace?
In my office it's paper. I am an avid ideas collector, so I'm forever scribbling down the latest find on a piece of notepaper (actually, I use a paper cutter to recycle used 8 1/2 x 11 sheets of paper that I cut into six pieces). I have a container especially for those notepapers, and then I have a container with a series of sections in it to collect these ideas in several main categories.
I'm also an avid reader, so there are always piles of books around. I now have a lovely wooden book rack in my office that keeps most of the book piles under control. (Sheepish grin - as there are always a few that manage to escape!)
There's always plenty of paper to recycle, so I keep a box handy under or near my desk where the recycled paper goes right away. Sure makes it easier to deal with.
What collects on your desk or in your office? And what interesting container can you use to collect it?
Who Switched Off My Brain?
I was recently introduced to a very interesting book called "Who Switched Off My Brain" by Dr. Caroline Leaf.
It's a short book, but a fascinating read about how our amazing brains work.
You may wonder what this has to do with organizing, but what it said about dealing with our memories and emotional clutter was right on the money.
When we have emotional stuff that we aren't dealing with in good ways, that affects the mind in a variety of ways. First of all, it releases toxic chemicals into our blood stream and that affects everything in our bodies negatively. It can go so far as to actually shut down parts of our brain so that we don't function well. Instead of making wise choices and decisions, we end up responding emotionally - usually negatively. That seldom does much to help us.
So taking the time to deal with feelings of anger, bitterness, guilt, regret and other negative emtions like that is very important to our mental health. Learning to forgive others and to come from a place of love is far better for your brain - and all the rest of you too.
One way to deal with emotional clutter is to journal. Simply write about what is going on in your life - and most importantly, how you feel about that. It is very healthy to get your emotions out so you can face and deal with them. But it is far wiser to write about them in a journal than to stuff them inside and then blow the lid at some inopportune time.
I can attest to the wisdom of this. I grew up in a family where there were things that you just didn't talk about. I know first hand how crippling that can be and how freeing it was for me when I learned that I could acknowledge that I was feeling angry or hurt or some other negative emotion. I came to see that those emotions were there for a reason - they were telling me that there was something I needed to deal with. It's been a journey learning how to do that, but one I am immensely grateful for.
Getting back to the organizing. If the purpose of getting organized is to be able to do more or to do it better, getting the emotional clutter cleaned up goes a long way to making it easier to do that.
It's a short book, but a fascinating read about how our amazing brains work.
You may wonder what this has to do with organizing, but what it said about dealing with our memories and emotional clutter was right on the money.
When we have emotional stuff that we aren't dealing with in good ways, that affects the mind in a variety of ways. First of all, it releases toxic chemicals into our blood stream and that affects everything in our bodies negatively. It can go so far as to actually shut down parts of our brain so that we don't function well. Instead of making wise choices and decisions, we end up responding emotionally - usually negatively. That seldom does much to help us.
So taking the time to deal with feelings of anger, bitterness, guilt, regret and other negative emtions like that is very important to our mental health. Learning to forgive others and to come from a place of love is far better for your brain - and all the rest of you too.
One way to deal with emotional clutter is to journal. Simply write about what is going on in your life - and most importantly, how you feel about that. It is very healthy to get your emotions out so you can face and deal with them. But it is far wiser to write about them in a journal than to stuff them inside and then blow the lid at some inopportune time.
I can attest to the wisdom of this. I grew up in a family where there were things that you just didn't talk about. I know first hand how crippling that can be and how freeing it was for me when I learned that I could acknowledge that I was feeling angry or hurt or some other negative emotion. I came to see that those emotions were there for a reason - they were telling me that there was something I needed to deal with. It's been a journey learning how to do that, but one I am immensely grateful for.
Getting back to the organizing. If the purpose of getting organized is to be able to do more or to do it better, getting the emotional clutter cleaned up goes a long way to making it easier to do that.
Mental Clutter
Clutter isn't just the stuff laying around the house or work space. Clutter is also about what goes on in your mind.
Think about it. Your mind is a fantastic thing, but even it needs help. If you aren't organized in your space, your time and your to-do lists, guess who is going to try to remember all that?
Yup - your poor over-worked brain. The thing is, you may not even be aware of a lot of that because it is going on at a subconscious level. But you wonder why you're feeling tired and stressed, and why it's hard to work well even when it seems you have time.
How do you help your mind?
By creating a series of systems that you learn to trust. For example, if you have a tickler file where you keep all the items that need to be done on a certain day, and you have yourself trained into the habit of using it daily, then your mind heaves a sigh of relief because it knows it doesn't have to remember that anymore.
Think about it. Your mind is a fantastic thing, but even it needs help. If you aren't organized in your space, your time and your to-do lists, guess who is going to try to remember all that?
Yup - your poor over-worked brain. The thing is, you may not even be aware of a lot of that because it is going on at a subconscious level. But you wonder why you're feeling tired and stressed, and why it's hard to work well even when it seems you have time.
How do you help your mind?
By creating a series of systems that you learn to trust. For example, if you have a tickler file where you keep all the items that need to be done on a certain day, and you have yourself trained into the habit of using it daily, then your mind heaves a sigh of relief because it knows it doesn't have to remember that anymore.
Use What You Love & Enjoy
When you are looking for containers and items to get yourself organized, choose things that you enjoy and that give you pleasure.
For example, I collect glassware because it's something I enjoy. So I created a personal desk organizer from a square glass baking dish, a smaller square baking dish which works perfectly for post-it pads, and several crystal glasses that make great pencil holders for all the odds and sorts that I use frequently.
Remember the Tickle File I told you about in a previous post? Mine sits in this lovely ornamental lidded box on the edge of my desk where all the today items are right at the front where I can see them and easily reach them.
So what gives you pleasure? What would you enjoy using on a daily basis?
After all, if you are going to be using and looking at something everyday, why not make it something that gives you pleasure?
For example, I collect glassware because it's something I enjoy. So I created a personal desk organizer from a square glass baking dish, a smaller square baking dish which works perfectly for post-it pads, and several crystal glasses that make great pencil holders for all the odds and sorts that I use frequently.
So what gives you pleasure? What would you enjoy using on a daily basis?
After all, if you are going to be using and looking at something everyday, why not make it something that gives you pleasure?
Friday, March 11, 2011
Use a Tickle File
Okay, you say, what on earth is a "tickle file"? It's a reminder system that "tickles" your memory and makes it easy to remember what to do when.
What you will need for this system is a set of tabbed dividers or file folders from 1-31 for the days of the month, and a set of tabbed dividers or file folders for the months of the year. Here's the ones I use. (I've added an extra set of 8 tabs at the back for current projects.)
You can put these in a binder or in a desktop file holder or whatever works best for you. If you want to buy a tickle file already created for you, here's some options to check out.
Anything that needs to be done next month or some month later in the year, simply put into the appropriate month's section.
When the end of the month comes along, all your day sections should be empty. Now take all the items from the next month and put them into the appropriate days for the new current month.
Some people rotate the day and month files so that the current date or month is always at the front. That way they just need to grab the current date folder, put all those items in their inbox and away they go.
So what should or could you put in a tickle file?
Set a regular time of day to check your tickle file. Maybe first thing in the morning, or last thing at night when you are preparing for the next day's schedule. If you do that faithfully, then you can trust your tickle file to remind you and your mind can relax because it knows now that it doesn't have to keep all of those things in its active file.
What you will need for this system is a set of tabbed dividers or file folders from 1-31 for the days of the month, and a set of tabbed dividers or file folders for the months of the year. Here's the ones I use. (I've added an extra set of 8 tabs at the back for current projects.)
You can put these in a binder or in a desktop file holder or whatever works best for you. If you want to buy a tickle file already created for you, here's some options to check out.
- http://www.smead.com/Director.asp?NodeID=141&group=0&item=89235
- http://www.onlineorganizing.com/ProductsPage.asp?name=Accordion_Tickler_File_Sorter
Anything that needs to be done next month or some month later in the year, simply put into the appropriate month's section.
When the end of the month comes along, all your day sections should be empty. Now take all the items from the next month and put them into the appropriate days for the new current month.
Some people rotate the day and month files so that the current date or month is always at the front. That way they just need to grab the current date folder, put all those items in their inbox and away they go.
So what should or could you put in a tickle file?
- bills and invoices to pay
- birthday and anniversary cards (you might want to keep a monthly list of birthdays in your files too - keep each month's list in the previous month's file so you can prepare for the following month)
- tickets or reminders for events, shows or concerts
- reminders for any things that need to be done on certain days (for regular things like watering your plants - make a note on an index card and each time you use it, move the card to the next date that you need to do that item)
- travel documents
- checkbook for bill-paying dates
- warranties
- library book reminders
- home maintenance dates
- etc
Set a regular time of day to check your tickle file. Maybe first thing in the morning, or last thing at night when you are preparing for the next day's schedule. If you do that faithfully, then you can trust your tickle file to remind you and your mind can relax because it knows now that it doesn't have to keep all of those things in its active file.
Give It A Home Base
How do you find something? There's an easy way to take care of that. Just give everything a home base.
What do I mean by that?
Assign everything a place of its own. For example, phone books go by the phone. Keys go in a basket or container by the door where you usually come in. Shoes go on the mat in the entry closet. Files go into the filing cabinet or your desktop file holder. Pens and pencils go in the pencil holder. Tape and envelopes could go in a desk drawer. And so on.
While others can make suggestions for where to put things, the most important thing is that you put them where it makes sense to you and where you will remember it.
Some things may need more than one home base. It's a good idea to have a holder with pens, scissors, paper, etc in several areas - your desk, by the phone, next to your bed, by your easy chair, etc.
The idea is that everything has a place. Then when you need that something, you know where to find it.
Of course, there is a caveat to that - you'll find it providing you have obeyed one of the cardinal rules of organizing, which is, when you've finished using it, put it back in its place!
What do I mean by that?
Assign everything a place of its own. For example, phone books go by the phone. Keys go in a basket or container by the door where you usually come in. Shoes go on the mat in the entry closet. Files go into the filing cabinet or your desktop file holder. Pens and pencils go in the pencil holder. Tape and envelopes could go in a desk drawer. And so on.
While others can make suggestions for where to put things, the most important thing is that you put them where it makes sense to you and where you will remember it.
Some things may need more than one home base. It's a good idea to have a holder with pens, scissors, paper, etc in several areas - your desk, by the phone, next to your bed, by your easy chair, etc.
The idea is that everything has a place. Then when you need that something, you know where to find it.
Of course, there is a caveat to that - you'll find it providing you have obeyed one of the cardinal rules of organizing, which is, when you've finished using it, put it back in its place!
Hot, Warm, Cold
Here's a simple way to determine where to put things. Items you use frequently need to be placed closest to where you use them. These are your "hot" items.
Items you use, but less frequently can be placed a bit further away. These are your "warm" items.
Things you only use once in a long while are your "cold" items and they can be stored anywhere.
For example, in your office, "hot" items would most likely include your phone, paper, pens, files, phonebook or rolodex, computer and so on. These should be within easy reach.
"Warm" items like extra paper for your printer, resource books, extra office supplies, etc, could be placed in a cabinet or closet across the room. Basically somewhere where you could access them within a few steps.
Outdated files that have to be kept for legal reasons could be stored in offsite storage or a basement room. Any "cold" items like this can be stored where they can be accessed if absolutely needed, but are likely not going to be needed.
Items you use, but less frequently can be placed a bit further away. These are your "warm" items.
Things you only use once in a long while are your "cold" items and they can be stored anywhere.
For example, in your office, "hot" items would most likely include your phone, paper, pens, files, phonebook or rolodex, computer and so on. These should be within easy reach.
"Warm" items like extra paper for your printer, resource books, extra office supplies, etc, could be placed in a cabinet or closet across the room. Basically somewhere where you could access them within a few steps.
Outdated files that have to be kept for legal reasons could be stored in offsite storage or a basement room. Any "cold" items like this can be stored where they can be accessed if absolutely needed, but are likely not going to be needed.
What's Your Next Action?
In his book "Getting Things Done", David Allen gives a simple question to ask of all the "stuff" you have on your lists of things to do.
The question is this, "What's the next action required?"
The answer to that is to determine the very next thing that needs to be done - an actual, physical action.
So for example, if one of your to-do items is to plan your vacation, what is the first next step to getting that done? It might be to talk to your family about where to go. If you already know that, it might be to get the latest travel guides for your destination - which might translate into steps such as visiting your nearest AMA or CAA office to get their guides. Or maybe to go online and do some research.
So for anything that comes up on your to-do list from here on, take the time to think through the next action step and write that down. Better yet, also schedule a time to do that.
This step alone can begin to move you ahead with things that have you stalled because you're not clear about what to do next.
The question is this, "What's the next action required?"
The answer to that is to determine the very next thing that needs to be done - an actual, physical action.
So for example, if one of your to-do items is to plan your vacation, what is the first next step to getting that done? It might be to talk to your family about where to go. If you already know that, it might be to get the latest travel guides for your destination - which might translate into steps such as visiting your nearest AMA or CAA office to get their guides. Or maybe to go online and do some research.
So for anything that comes up on your to-do list from here on, take the time to think through the next action step and write that down. Better yet, also schedule a time to do that.
This step alone can begin to move you ahead with things that have you stalled because you're not clear about what to do next.
Thursday, March 10, 2011
The 24-Hour Rule
One area of clutter or chaos that we probably don't often think about is our mind and emotions. Yet it can be one of the most important areas to deal with.
Today I want to share a great idea I recently heard via Harvey Mackay. He tells the story of Don Shula, a professional football coach. One of the reasons for Shula's great success was something he called the 24-Hour Rule.
The basic idea of this rule was that regardless of whether his team won or lost, they had 24 hours during which they could celebrate their victory or brood over a defeat. They were encouraged to feel their emotions - of success or of failure - as deeply as they could.
But once the 24 hours was up, all of that was to be put behind them and they were now to focus all their energy on the next game coming up. It was a powerful way of keeping both victory or defeat in perspective.
So what about us? Do we have a way of clearing the decks emotionally? When things go wrong, as they always will at some point, do we brood and fret over the mistakes we or others made till it drags us down to discouragement and failure? Or do we feel what we feel, face it, deal with it and move on?
I really like this idea of giving yourself 24 hours to face whatever is going on, and then putting it behind you and moving on. What do you think?
Today I want to share a great idea I recently heard via Harvey Mackay. He tells the story of Don Shula, a professional football coach. One of the reasons for Shula's great success was something he called the 24-Hour Rule.
The basic idea of this rule was that regardless of whether his team won or lost, they had 24 hours during which they could celebrate their victory or brood over a defeat. They were encouraged to feel their emotions - of success or of failure - as deeply as they could.
But once the 24 hours was up, all of that was to be put behind them and they were now to focus all their energy on the next game coming up. It was a powerful way of keeping both victory or defeat in perspective.
So what about us? Do we have a way of clearing the decks emotionally? When things go wrong, as they always will at some point, do we brood and fret over the mistakes we or others made till it drags us down to discouragement and failure? Or do we feel what we feel, face it, deal with it and move on?
I really like this idea of giving yourself 24 hours to face whatever is going on, and then putting it behind you and moving on. What do you think?
Monday, March 7, 2011
The Cost of Disorganization
There are a number of costs to being disorganized.
First, the financial cost. Try this simple equation for starters. Estimate how much time on average you waste in a day looking for things you can’t find, being interrupted, doing work just to look busy, etc. Experts say the average is 90 minutes a day.
Multiply that by your wage per hour, then by how many days a week you work and then by the number of weeks in a year that you work. That is how much it is costing you to be disorganized.
For example - let’s say being disorganized costs you an hour a day. At a minimum of $15/hr x 5 days/week x 50 weeks/year, that is costing you $3750 per year.
If you’re a professional making $50, $75 or $100/hour, being disorganized could be costing you $12,500, $18,750 or $25,000 per year.
When you start looking at those numbers, getting organized suddenly seems to make a lot more sense.
Then there is the emotional and mental cost. How much energy do you waste on feeling discouraged, frustrated or angry when you can’t find the things you need? When bills don’t get paid on time and you have to pay overdue fees? When you lose sales or worse because your time isn’t managed well?
What about the physical cost of always being stressed and tired? Not being able to think clearly? Getting sick?
Is it worth the time and effort – or paying someone to help you if you need that – to get yourself organized? Only you can determine how much any of the above are costing you in lost income, time, health and happiness.
First, the financial cost. Try this simple equation for starters. Estimate how much time on average you waste in a day looking for things you can’t find, being interrupted, doing work just to look busy, etc. Experts say the average is 90 minutes a day.
Multiply that by your wage per hour, then by how many days a week you work and then by the number of weeks in a year that you work. That is how much it is costing you to be disorganized.
For example - let’s say being disorganized costs you an hour a day. At a minimum of $15/hr x 5 days/week x 50 weeks/year, that is costing you $3750 per year.
If you’re a professional making $50, $75 or $100/hour, being disorganized could be costing you $12,500, $18,750 or $25,000 per year.
When you start looking at those numbers, getting organized suddenly seems to make a lot more sense.
Then there is the emotional and mental cost. How much energy do you waste on feeling discouraged, frustrated or angry when you can’t find the things you need? When bills don’t get paid on time and you have to pay overdue fees? When you lose sales or worse because your time isn’t managed well?
What about the physical cost of always being stressed and tired? Not being able to think clearly? Getting sick?
Is it worth the time and effort – or paying someone to help you if you need that – to get yourself organized? Only you can determine how much any of the above are costing you in lost income, time, health and happiness.
Why Get Organized?
With all the busy lives we lead these days, why would you take time you hardly have now to get yourself organized?
If you’re a small business person, this is probably doubly true. When you’re trying to run a business as well as a life, it can get pretty crazy some days.
But that’s exactly why you need to get better organized.
Get better organized and you’ll give yourself hours of extra time that you can spend on better planning your business. Which should lead to doing more of the things that make you money and make you more productive. All of which should also enable you to spend less time working and more time doing the things that really matter to you.
When you become effectively organized, it’s easier to say no to the things you don’t need to do. You become clearer about, and more focused on, the things that you know are important to you and the life you want to live.
As the old saying goes, a person on their deathbed is highly unlikely to say they wish they had spent more time at the office. The things that really matter – relationships with family, friends and others are the things that count most.
Getting properly organized will help accomplish that much faster and better.
So take a minute or two right now and think about what you would really like to do with your life. Hopefully the ideas I share here will give you some actual things you can do to start making your life more organized and productive.
If you’re a small business person, this is probably doubly true. When you’re trying to run a business as well as a life, it can get pretty crazy some days.
But that’s exactly why you need to get better organized.
Get better organized and you’ll give yourself hours of extra time that you can spend on better planning your business. Which should lead to doing more of the things that make you money and make you more productive. All of which should also enable you to spend less time working and more time doing the things that really matter to you.
When you become effectively organized, it’s easier to say no to the things you don’t need to do. You become clearer about, and more focused on, the things that you know are important to you and the life you want to live.
As the old saying goes, a person on their deathbed is highly unlikely to say they wish they had spent more time at the office. The things that really matter – relationships with family, friends and others are the things that count most.
Getting properly organized will help accomplish that much faster and better.
So take a minute or two right now and think about what you would really like to do with your life. Hopefully the ideas I share here will give you some actual things you can do to start making your life more organized and productive.
I Love A Challenge!
One of the challenges I enjoy is organizing things - whether it's organizing a space, organizing a business or marketing plan, organizing a networking group for promoting business and so on. I love the challenge of coming up with action plans and ideas that get results.
So welcome to my blog on organizing. I’m already enjoying the ideas I’m finding to share with you. I hope you will find them useful and that you’ll get pleasure from using them.
My primary focus is helping business and professional people get organized, but I’m open to any challenge when it comes to organizing, so feel free to comment and send your questions.
If you are in need of some help with your organizing, please visit my website at http://www.willowroseorganizing.com/ for more information.
Welcome and let’s get organized!
Evelyn Grace Marinoski
So welcome to my blog on organizing. I’m already enjoying the ideas I’m finding to share with you. I hope you will find them useful and that you’ll get pleasure from using them.
My primary focus is helping business and professional people get organized, but I’m open to any challenge when it comes to organizing, so feel free to comment and send your questions.
If you are in need of some help with your organizing, please visit my website at http://www.willowroseorganizing.com/ for more information.
Welcome and let’s get organized!
Evelyn Grace Marinoski
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