 1. Set time to work and avoid distractions. If you work from home set office hours and talk to any family about respecting this time. Allowing oneself to get distracted by household chores or passing conversations can really take a bite at productivity.
2. Prioritize your tasks and make a 'To Do" list everyday. Break your tasks down based on their Value and Deadline so you can easier gage what your top priorities are. As well as having this To-Do list, take time to schedule your tasks into the calendar or planner. Getting real about time and when you will do it makes it more likely that you will get it done on time.
3. Plan your week on Sunday. When making your plan for the week, try to group 'like' tasks together. If you have errands and tasks that can be grouped together you can save a lot of time. Take up to a 1/2 hour on Sunday to review on paper what your obligations are for the week ahead, this is one of the best organizing strategies.
4. Create filing systems (Paper and Electronic) that suit your needs. Everyone is a little different in they way the process information. When it comes to file systems, although for the most part they can be similar, there are lots of variations in setting them up. There are even choices to be made when it comes to what you keep as 'paper' and what you keep 'electronically.' Regardless of the system you use, it must be easy to maintain and allow you to find what you need quickly.
5. Dedicate space for your business. If you have an actual office, a converted closet, a spare bedroom or an office nook in the kitchen, the space needs to be dedicated to business. A place where you can work on your tasks and have what you need close at hand, avoiding distractions.
6. Become a student of Organization. If you don't already have a file or a 'favorites' folder on organizing, maybe now is a good time to start one. Read articles and books on time management and organization. Attend seminars, telecasts and try to get your hands on as much good material on this subject as you can. To ingrain the material into your subconscious you should go over the materials 6-8 times.
Too busy or overwhelmed to get started? Call me and we can work together hands on getting you going in the right direction. 778-866-6942
From my 20 Step Office Organizing Checklist, the task for this week is:
- Create a 'Workflow Strategy' and post in your view.
A workflow strategy is a picture or 'graphic representation' of all of the major steps of a work process. This visual map can help you in several ways: Gain a more complete understanding of the process Identify problem areas and find solutions to close any gaps Locate the critical stages of a process Show the relationsips beween different steps For many it is hard to know where to start on creating such a strategy, figuring out just how complex it should be, or what software they can use to create a professioanl looking one. Try these resources or call me and I will be happy to help. Not only can we work work together to create this tool for you, I can help you streamline the physical systems to match. SmartDraw.com Edrawsoft.com LovelyCharts.com DiagramDesigner1.22
Holding onto something and your not even sure why? Can’t seem to let go of that old file of phone bills from 2008 or earlier? Stuck with that broken down toaster that was a wedding present from 10 years ago? Or maybe you still have every piece of artwork your child ever made, yet they’re grown up and out of the home?
Come on, it’s ok to toss that book you promised your friend you would read 3 years ago. If it’s just collecting dust on a crowded bookshelf, it’s not adding to your life is it? Maybe that box of “skinny” clothes haunting you in your closet, or cases of old bottles you trip over in the garage ‘cause “one day” you’re going to start making wine, are just taking up valuable space and energy.
Don’t get me wrong, sure there could be some things that you really need and have a plan to use soon. And maybe you’re keeping some old paperwork because they relate to a business and you need it for tax reasons.
Yet, what I have learned from by being a professional organizer is this… for the most part clutter is simply “postponed decisions.” So today to help those that need to learn to be more objective and really take an honest look at what their keeping and why, I have my ultimate TOSS LIST. A series of questions to ask yourself in relation to your “Stuff” that will give you that objective edge you might be missing.
Let's take a moment to consider how to make your life and work space better by eliminating the excess now. Just because things are interesting to you is not a good enough reason to keep them around. For example, everything that could in theory be used at the right time, under the right conditions, sometime between this ‘very’ moment and the time you plan to retire, should be tossed. To help you determine what those items are, here are the questions to ask yourself.
I am going to lay them out by category to make it that much easier:
When it comes to Paper:
Is it a duplicate?
Is it current?
How often will I refer to it?
Is it relevant to my work/life?
Will it add something new to what I already have?
Can I get it elsewhere if I need it?
Do I have time to read it?
Do I want, or truly need this?
In addition to making decisions on what to toss, the following 6 guidelines are important to deciding what not to toss. Review these so you know when it’s time to keep things:
Replication would be very difficult.
There is only the one copy available.
It is a vital piece of a project or client file.
The document is your original creation.
The information will be needed again soon.
The law requires you to keep it.
For items you are required to keep for legal reasons, I have found that there is an abundance of information on the internet. Yet, if you run across something you're just not sure about, my advice is to speak with your accountant or tax professional before making the final toss.
Tip: Remember to protect yourself. Shred documents containing personal or confidential information on you or your company.
When it comes to Clutter:
Now we may be treading into an emotional area, as we discuss personal possessions. For personal belongings and keepsakes I am going to provide two things. First, the ‘TOSS LIST’ questions, then, another way to help determine what category the “Keepers” fall into.
When was it last used?
Is there a specific date I will need this again in future?
Does it require action by me? (If yes, move to location for 'ACT' items)
How hard would it be to replace again if I needed it?
Is it recent enough to be useful?
How does it make my life more purposeful or better?
Is it beautiful or loved?
Does it reflect the person I am now?
What is worst case scenario if I toss it?
Now, if you struggle a bit with the questions above and/or still need a little help to decide where to put things, take a closer look at the ‘Toys, Tools, Treasures & Trash’ list below.
Basically, what you need to do is pick up each item and ask yourself two questions… 1. Does this item hold a high emotional value for me? 2. Does it have a high level of function in my home/office?
Here are the suggestions based on each possible answer:
High Emotion – High Function – TOYS – Keep close at hand and visible. Invest in good containment, making it easier to put away than to take out. (A basic organizing rule of thumb)
Low Emotion – High Function – TOOLS – Keep close at hand and accessible but out of site. Again, good functional containment is important. Label well also, as this helps remind you to put things back where they belong when you’re done using it.
High Emotion – Low Function – TREASURE – Keep displayed at a distance or store away. If you have treasured items, take a few of your best and put in a quality display. Store the rest if you really can’t part with them. Store things in good quality containment and review often. Tip: A collector enjoys and takes pride in their collection; they don’t treat their items poorly and leave them lying about unorganized where they can be damaged.
Low Emotion – Low Function – TRASH. Trash it, recycle it, or donate it, yet do it fast. Once the decision is made, get rid of the items quickly so you don’t go back on your decisions later.
If you find you still can’t do it, don’t have the energy or time, then I am here to help you. I will bring the tools, the process, the energy, the knowledge and a truly objective view.
I recognize the fact that in this world we are bombarded with paper, information and stuff and that getting overwhelmed by it all can be a hard barrier to break. Let me help you break past that and learn the way to simplify your life and your work today.
Warmly,
Michelle Panzlaff
From my 20 Step Office Organizing Checklist, the task for this week is: - Develope a paperflow system
If you don't already have a good paperflow system try this: - Take out a notepad and start to track the life of a document as it makes it way through your system.
- As you do this, think about what checklist you may need to create to make sure steps dont get overlooked.
- Make notes on what types of things will be needed at each step and plan to have a "Space" dedicated to items as they move through the system.
- Starting with the "in-box" and all the way to the "Archive". Map it out, look for areas that can be ellimatented or made more effeicient, and plan your steps.
From my 20 Step Office Organizing Checklist, the task for this week is: - Try colored folders to keep track of papers
As a Professional Organizer I know many people tend to be visual. They like to see their action files clearly, so they can stay focused on what needs to be done.
There are many options to use color to make filing more fun. Colorful tabs as with the Freedom Filer System, colorful files as with the Rackitfile System and more. Just check out you local office supply store for idea's.
Tip: Be consistent with your choices. If you decide red is for action and green is for finance, don't use the wrong colors later on. Stay on top of your stock to make sure that when you need to create a new folder that you have the right colored folder to use. Otherwise the meaning gets lost in a rainbow of files later on.
 The New Year is upon us and for those that are enjoying the freedom of the Freedom Filer System; here is a friendly reminder to switch your ODD and EVEN years.
When bringing forward the EVEN year folders for 2010, keep in mind that each folders contents are going to be 1-2 years old when you get to filing more into them, so you can choose to discard contents at the same time as the move, or if filing by month, use a clip to mark the month you are in for quick and easy reference and discard contents as you move each month ahead.
Please remember that although the Freedom Filer provides a method for automatic purging, the ultimate decisions on retention, be it 1-2 years, 10 years or indefinitely, is your decision. We are here to help you adapt your system according to your specific needs, should you need this help.
You can also visit our PRODUCTS Page to learn more about how we can help you set up this system and customize it for your needs, taking the worry out of having to go it alone and setting it up quickly so you can get on with bigger better pursuits in 2010.
For those not using this system yet want to learn more, you can visit the FreedomFiler Site. If you have the confidence to set up yourself you can to purchase directly. Learn More
 Have you ever put a piece of paper aside to work on later yet when you go to pick it up you can’t remember what the next step was or where you left off?
I know in the past I have done this and I found it very frustrating. Here is a quick trick that is easy to do and effective and I would like to share with you.
When you have an important task to perform with a paper yet need to do it at a later date, I find the best thing to do is make a note on it now as to what your next step is specifically.
Marking down the deadline, what you did last with it and who or what you need to do next. This way the next time you grab that paper you won’t have to think hard about what you were going to do with it.
So many times we start something yet can’t finish it right then, so we put it aside. The trouble starts when you pick it up again and have to replay events in your head to try and remember why you put it down in the first place or what you needed to do next.
Try this next little technique, it should greatly improve the chances that the next time you grab your paper you will very quickly know what to do and thus save yourself time in investigating or trying to remember what you needed to do.
No matter what kind of paperwork you are holding onto or need to sort through, there really are only three categories that they all fall into...
Action, Reference and Trash.
Action files need to be set up for papers that require immediate action or follow up action. These should be held close at hand on your desk top, in your briefcase or perhaps in a Finger-Ready System at your side.
The next category is Reference files. These are anything that you will hold onto for future reference and include your paid bills, inactive client files all the way to your tax archive.
And last, of course, we have Trash. Toss them or shred them as you don't need them.
Properly categorizing and sorting paperwork is half the battle, and the ART of filing.
TIPS: Sort paper over the trash.
Remember, less is better.
If you have a hard time deciding what to toss or not to toss, contact us. We would be happy to help.
Too many books, papers, articles and references than you know what to do with? Want to clear a little clutter? Here are 8 questions to determine what's safe to toss and 6 guidelines on what to keep.
 "To Toss..."
Let's take a moment to consider how to make your life and work space better by eliminating the excess now.
First of all, just because things are interesting to you is not a good enough reason to keep them arround. For example, everything that could in theory be used at the right time under the right conditions, sometime between this very moment and the time you plan to retire from working, should be tossed. To help you determine what those items are, here are 8 questions to ask:
Grab any and all piles of papers, books, articles and references that you have been holding onto for reading and take each one in your hand as you ask yourself:
• Is it a duplicate of something I already have?
• Is it current and up-to-date?
• How often will I need to refer to this information?
• Is the information relevant to my work or life?
• Will it add something new to what I already have in my collection?
• Can I get it somewhere else should I need it?
• Do I have time to read this information?
• Do I need, or simply want this?
Be honest, be ruthless and make the decision now to toss what is safe to toss.
And now, what "Not to Toss..."
In addition to making decisions on what to toss, the following 6 guidelines are important to deciding on what not to toss, so carefully review these so you know when it is time to keep things too:
• Replication would be very difficult.
• There is only the one copy available.
• It is a vital piece of a project or client file.
• The document is your original creation.
• The information will be needed again soon.
• The law requires you to keep it.
On the last note, for items that you are required to keep for legal reasons I have found that there is a lot of good information on the web on that subject. Yet, if you run across something you're just not sure about, my advice is to speak with your accountant or other tax professional before making the final toss.
Tip: Remember to protect yourself. Shred documents containing personal date or confidential information on you or your company.
To get you started on the right track to having a more organized and efficient office, I offer up a creation of mine. This guide and checklist to "Having the IDEAL Office!" will help you set up an office that is easy to work in, thus making the task of keeping organized a pleasure, not a chore. If having an "IDEAL" Office pleases you, read on.
 Did you know that the average white collar worker losses 55 min's a day due to disorganization? For a small company of only 10 people that could mean lost wages of over $35,000.00 per year.
Can you just imaging taking that kind of cash and just burning it? I can, I've seen it done. In my article "The Cost of Disorganization" I speak on that topic to some good detail.
So, you may ask, where is the time going? Well, usually it lost when employees are not able to find their needed tools, files and references in a timely fashion. A lot of this can be prevented with a well laid out office and some basic organizational skills.
It is true that the driving factor that pushed me to start Tidy Tiger Solutions was the witnessing of great need for effective organization in the work place. I must say that although I enjoy organizing homes, the challenge of Taming Paper Tigers is my first passion.
So today, to get you started on the right track, I offer up a simple creation of mine. This guide and checklist to "Having the IDEAL Office!" will help you set up an office that is easy to work in, thus making the task of keeping organized a pleasure, not a chore. So if having an "IDEAL" Office pleases you, read on.
Review these five areas and create you IDEAL office today:
Identify Supplies.
1. Properly set up available supplies and equipment.
2. Review floor plans to see if used to best advantage.
3. Have enough supplies for your needs.
Desk Workspace
1. Desks should be roomy, useful and comfortable.
2. Work spaces clear & clean as well as drawers purged of the unnecessary.
Extra Space
1. Additional tables can provide ready to use workspace when needed.
2. Keep areas, like cabinet tops, free from clutter and near enough to use.
Accessibility
• Computer to be easy to reach with cords assessable.
• Peripherals close yet not on direct work spaces.
• Be able to reach printer from the chair.
Locations
• Put action files within arms reach.
• Ensure cabinets are well positioned and in good working order.
• Make sure files are secure.
Use this like a checklist and go through your office making the necessary changes one by one and I guarantee that your work will be so much more productive and even more enjoyable as a result. If you feel you are ready to start and need a change, yet may need some help to get started, then professional organizers like me may be the answer.
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