To help reduce stress if you have more than you can handle, try reducing your backlog of "stuff" that has built up over time.

I know that it can be easy in today's busy world to build up a backlog of stuff that you want to do, yet our realities are that sometimes we just can't get to everything.

To help you weed out some things that may be growing out of control and overtaking your desk here are 7 items you can start with and the tips on how to weed them out.

1. Messages and Business cards from recent meetings
*Try recording the name and phone number in your planner on the day you intend to call the contact back.
*If you need to update your contact database or Rolodex, create a file named "Contacts to Update" and schedule in some time each week or month to review this file.
*Or, delegate this task to someone else.

2. Notes from Meetings and Staff Memo's
*Right after the meeting grab your planner and schedule any follow up tasks assigned to you.
*Write a quick note as to what the task is in the planner, if there are points and notes that are needed for the task keep those in another place assigned for projects you have on the go or upcoming.
*Toss the extra or unneeded notes, use you planner as the reminder you'll need.

3. A pile of business cards from conference two years ago
*Keep only the cards for people you remember or plan to associate with now or by the next conference.
*File the cards into your association contacts file to have available when the time comes.
*If available use scanning software to make quick work of saving the cards electronically or delegate the task of entering the contacts to your database to someone else.

4. Conference Brochures you may or may not attend
*Record a tentative appointment into your planner. If using an electronic planner, schedule a reminder a week or two before so you can then re-evaluate your need to go or register if required.
*Put the brochure aside into your "Bring Forward" file or a file for "Association Events" or something similar, so that when the day comes you will be able to find it again.

5. Coupons and promotions
*If you really plan to use them keep them handy in your wallet or planner. It is more likely to be used there than if it is just sitting on your desk.
*If there is a deadline and you really want to take advantage of the deal then make an appointment to go and do so.

6. Magazine subscriptions renewal cards
*Ask yourself; are you really interested in renewing or signing up for the magazine? If yes, fill it out and send it in.
*If not; Toss it! Don't worry; the offer will come again.

7. Overstuffed files from projects recently done
*If its on your desk because you want to go through and weed it out before filing away to your archive, then go ahead and file it. Grab your planner and schedule time in to weed these files each month.
*Try releasing that desire to be a perfectionist on this one, it's not going to help you get to the task any quicker when the file is blocking you from getting other things done. Ultimately this just slows the process down even more.

Now, when it comes to tossing the things you don't need as you go along your way through these piles, here are the top 5questions to ask yourself if you are thinking about keeping something:

1. Am I obligated to keep it for tax reasons?
2. Do I need it to fulfill a core activity or role in my job?
3. Would my work suffer if I didn't have it?
4. Is the information up to date and could I get it elsewhere if I need it again?
5. Do I refer often to this information?

If you find yourself overwhelmed with the feeling that you just have to much and too much to do, try these tips for taking control of the paper piles and your tasks.

Happy Weeding!

This morning as I was putting my newsletter together I had time to enlist the help of my loving partner. On my request he carefully read over some of the material I wrote, helping me with a few corrections I needed to make.
 
In turn, I helped to tidy up some of his recent paperwork. This nice exchange of ‘Proofreading’ for ‘Bookkeeping’ helps us a lot, not only to get things done, it also allows us more time to chat and be together. 
 
The thought I want to leave you with now is... 
 
We all have things we are good at, and tasks that we enjoy. As well, there are things we don’t know how to do, or just plain don’t like doing.  

Sometimes we have no choice but to do these things, as they are needed, yet other times we may be able to make a tradeoff with a friend, family member or co-worker.  

Talk to those around you and see if you can engage in a mutually beneficial arrangement to make both of your lives easier. 

I have been in customer service related fields for over 20 years and most of that experience is at the front lines. I also have been a customer and knowing both sides of the story I have much empathy for customers and employees alike.

I understand that the customer is not always right, sometimes they are down right nasty and horribly out of line yet in the end I feel that as an agent of an organization it is necessary to step outside and look at things objectively, never letting personal feeling get in the way of providing great service, even too the nasty one's.

There are three key things that can ad up to great service no matter how good the customer or how sour. I am sharing this information as it has served me well in my work and I hope that anyone in customer service or at the front lines gets something out of it too.

First. Have a good attitude:
Greet everyone equally, with a smile. Let them know in words as well as non-verbal ways that you appreciate them and care about their needs. I should hope that this is true of most people that are in the service industry, because if that's not how you feel and you really don't care, then I would suggest perhaps another line of work. Seriously, if only for your own good as it is important to do what makes you happy and enjoying your work is very important since we give more time to that than anything else we get to do our whole lives.

Second. Communicate well:
Listen, I mean really listen to what the customer is saying. Don't jump in with your own conclusions, that will only take you two steps back every time. Part of listening is asking questions and asking the right questions. Clarify what the customer is saying so that you and he know that you understand what the real issues are.

Third. Take action:
Be the eagle that people talk about. It will go a long way in helping you enjoy your work more too, as people will be praising your efforts. Be mindful of your superiors, if any, and explain any limitations with your customer so they understand that you really are doing the best you can. Not following through on what you say you will do looks bad on you as well as the company so only make promises you know you can keep.

Personally when I witness and receive good customer service I notice it, I appreciate it, and I am then very likely to tell them or write to the company about it so that it can be recognized. I enjoy telling others when I am impressed by them, it usually helps foster a better relationship and the service just gets better after that. So don't be shy to tell others that serve you that you appreciate the hard work and attention, and when you're the one giving the great service just watch those compliments come your way too!

There are a few more points, or shall I say agreements I wish to share with you that can help you on your way. These agreements can be applied to every area of your life. They come from a book I have read called "The Four Agreements: A Practical Guide to Personal Freedom" written by Don Miguel Ruiz. It is on my best reading list and I recommend it to anyone.

Here are the four agreements I like to follow and I hope you can apply them in your life with excellent results too.

Be Impeccable with Your Word
Openly giving opinions about people and things about which you know nothing is gossip.
Your opinion is nothing but your point of view. It is not necessarily true.
Your opinion comes from your beliefs, your own ego, and your own dream.
Your opinion can be black magic, in the form of gossip or you can make it white magic.
Don't create poison and spread it to others just so you can feel right about your point of view.

Don't Take Anything Personally
Nothing other people do or say is because of you, it is about them and their belief system.
Everyone's opinion is their own, your point of view is no one's truth but your own.
If others lie to you, it's okay. They are lying to you because they are afraid.
It is ok, because they also lie to themselves.

Don't Make Assumptions
We see and hear what we want to hear based on our belief system; we don't perceive things the way they are.
The biggest assumption that we make is that we assume that others think the way we think, and feel the way we feel, judge the way we judge.
We believe we are right; then we defend our assumptions and try to make someone else wrong.
To keep yourself from making assumptions, ask questions.

Always Do Your Best
In your everyday moods your best can change from one moment to the next.
Just do your best - no more and no less than your best. When you always do your best, you take action.
If you always do your best there is no way you can judge yourself and feel guilt or blame.
Doing your best is taking action because you love it, not because you are expecting a reward.
Action is about living fully. You can get even more than you would have imagined for yourself without expecting a reward. If we like what we do, if we always do our best, then we are really enjoying life.

As you can see, great service and personal freedom are directly affected by attitude. Our local Toastmasters District # 21 as a little slogan and I feel it pretty much sums it all up.
"Attitude equals Altitude!" It's the only way to get high, on life and your work!