Taking the Longview

5 Items to Remove From Your Desktop

2011-06-21T06:16:00.000-07:00

Flat surfaces seem to be magnets for piles of miscellaneous items. Kitchen tables, tops of dressers, that chair in the foyer, and even your desk (!) can accrue "stuff" that really doesn't belong there. Since it's my mission to help people organize their office spaces, here are 5 simple suggestions to help you get started on yours.
Begin by removing unnecessary items from your desktop, such as:

Things you do not use on a daily basis. Keep the phone, computer, planner, stapler, a couple of pens, etc. but remove the rest.
Junk mail. If you're not in the habit of sorting through your mail on the day you receive it, then get in the habit! Immediately throw away any ads, coupons, credit card offers you know you won't use.
Outdated materials. This includes notes from seminars or meetings, old brochures, ancient business cards, etc. Anything with an expiration date that's passed, throw it out!
Knick-knacks and other companies' promotional items. I know, you need the stress ball with your insurance agent's logo on it, but do you really need 6 of them? I think not. The ceramic angel you don't want to get rid of because your co-worker gave it to you 2 Christmases ago--remove it from your desktop! You probably don't even like angels.
And finally, trash. So obvious, I know, but I wouldn't have this on the list if it wasn't happening. Don't leave empty candy and snack wrappers on your desk. Throw away the mostly empty Starbucks cup from last week. Same goes for any half-eaten food (ick.). Throw the trash away.

Take a moment to really look at your desktop now. Are there any of the items from the list on it? A cleared off desktop is a wonderful thing! There will be less to distract you so you can focus on doing your best at work. Short on time? Tackle one of these a day and you'll have a "new" desk in only 5 days! Get started, and good luck.

Causes of Disorganization

2011-06-07T07:18:00.000-07:00

What really causes some people to be more disorganized than others? As it turns out, there are many reasons why some struggle more with becoming and staying organized. Here are a few of the causes:

Environmental circumstances such as lack of storage space, inconvenient traffic flow, unpleasant work area
Systemic factors, meaning trying to follow an overly complicated system, or one that is difficult to implement, or even having no system at all
Mental health issues such as depression, anxiety, avoidance disorder, obsessive compulsive disorder, and compulsive hoarding
Physical challenges: impaired mobility, sleep disorders, and poor vision
Beliefs and attitudes: "I'm a procrastinator--always have been, always will be." Also, the fear of being judged harshly by others.

It's important to empathize with people struggling with chronic disorganization instead of judging harshly right away. We never know what others are dealing with in their lives.

(source: NSGCD, Fact Sheet by Phyllis Flood Knerr)

5 Quick Tips to Declutter Your Office

2011-05-13T11:12:00.000-07:00

Clutter. Ick. How does it appear, and why can't we seem to get rid of it once and for all? We can! With these tips and a bit of discipline (try it, it's not so bad), we can learn to control clutter and maintain a neat and orderly office space.

Tackle one small area at a time. Start with a desk drawer, or even a section of it. The benefits of starting small are twofold: working on a small space allows you to see results instantly, and the time commitment is minimal. Ten minutes here and there adds up.
Organize when you clean. Cleaning and organizing are not the same, although the two are sometimes lumped together. While you're dusting is a great opportunity to toss out or relocate items that are no longer useful to you, or that have strayed from their assigned home. Putting things where they belong not only helps you get organized, it's less you have to dust around. Yay!
Purchase organizing products only if you know what you're going to use them for. Yes, I too have been guilty of buying a tool at Office Max not because I really needed it, but because it was so cute! Stop that. I have broken myself of this habit, so don't convince yourself that the pretty box with the beach scene will solve your organizing challenges. The only way to solve them is to declutter your space and implement a system that is simple and logical for you.
Don't be shy about using empty wall space or the back of your office door for storage of items you use but don't need to access every day. Look in office supply stores and online for a myriad of choices in this area. It's ok to keep items if you use them--this is not clutter, but make sure each item has a permanent home in your office.
Set aside time each day to declutter until it's done. Don't be tempted to dump stuff into a box in the corner of your office in the hopes that you'll get to it soon. No, you probably won't. The best way to declutter is to start small (see Tip #1!) and to keep going until you're happy with your space.

Want to Increase Productivity? Leave Your Office!

2011-05-10T10:43:00.000-07:00

Have you ever noticed that offices can be distracting places? Kind of like the hospital--just when you get relaxed and are about to drift off to sleep, someone barges in and you have to start all over again. Most offices are teeming with interruptions just waiting to happen: co-workers who stop by for "a minute" to chat, ringing phones, it's too chilly (or hot) which makes it hard to focus, worrying about those piles of papers that are lurking in your peripheral vision, hearing the details of your co worker's cousin's (boring) wedding...distracting!
I work from a home office when I'm not in somebody else's office helping them get better organized. My office is in a separate room in the lower level of my house, and while I don't have any motor-mouth co-workers popping by, there are still distractions I have become disciplined to work around. But for those times when I succumb to interrupting what I'm working on to go throw that load of laundry into the dryer, I've found that going to a coffee shop or bookstore to work actually works remarkably well. Although there are people and noise in these places, I'm able to have laser-like focus and I wind up being highly productive! Then I can go home and not feel as guilty about taking care of some household duties during my workday. If you occasionally struggle with inefficiency at work, go work off site for a couple of hours. A change of scenery is good for you--and your productivity!

Reference Lists--They're Great!

2011-04-18T15:27:00.000-07:00

Do you have a mental list of things you want to do, start, finish or just keep track of? Sometimes these things don't always fit the criteria for being included in your everyday To Do List, so they kind of float around hoping you'll remember them at the time that you actually need them. Yeah, right.

Suggestion: create a Reference List folder on your computer. Possible categories to include there are: Favorite Restaurants or Restaurants to Try (for those times you want to go out but can't think of anywhere to go!), Websites to Check Out, Books to Read, Gift Ideas for Others, Gift Ideas for Me (when others ask what you want for your birthday, now you can check your list!), Birthdays, Personal Goals and Dreams, Places to Travel...this list of lists can go on and on. Clear your mind by doing this, and have fun!

3 Quick Tips to Get Through a Pile of Papers!

2011-04-14T14:07:00.000-07:00

Ever feel like you'll never get through that pile of paper on your desk? It's one of the most dreaded tasks in your office, probably. And if you don't deal with it, it just gets bigger and bigger. Well, time to tackle your worst office fear! Here are 3 tips that will make plowing through your paper piles easier:

Starting from the top of the pile, pick up each item and if it's trash, shred or recycle it. If you need to keep it, decide where it goes and put it there. Does it need to be filed? File it now. Is it something for a coworker to handle? Delegate it now. If it's an old magazine or newspaper, be honest with yourself about the likelihood of actually reading it. If you know you're not going to, let it go.
As you're sorting through the papers, categories may emerge. That's good! If there are several papers pertaining to the same topic, keep them together until you get through and deal with them all at once.
After you've filed, tossed, and delegated as much as possible, with what's left you can create a permanent home for each remaining category of items depending on what they are and how often you'll need to access the information. It's ok to create a temporary file for tasks that will have a definite ending, as opposed to ongoing projects that will need a permanent file.

These are quick tips to help you clear off your desk a bit and to help you move through your paper piles. It's possible that one of these days you'll want to seriously evaluate your workflow system and filing system to see if there are ways to become more efficient and productive. Most people can benefit from improving their office organization, even if it's just a little bit. After all, if you're not well organized, then the likelihood of the dreaded paper pile returning is pretty good.

Five Uncommonly Known Causes of Disorganization

2011-04-13T13:34:00.000-07:00

Many people who struggle with chronic disorganization feel bad about themselves because they think they should be able to get organized easily. Some believe, or think that others will believe, that they aren't smart, or that they're just lazy and that's why they're struggling to get organized. Not so at all! Here are 5 reasons why you or someone you know may struggle with disorganization...so be understanding of yourself and others. You may not know what others in your life are dealing with.

Life crises: health emergency, death of a loved one, job loss, trauma
Transitions: frequent moves, birth or adoption of a child, divorce
Beliefs/Attitudes: "I am a procrastinator--always have been, always will be", fear of being judged harshly by others
Mental Health Issues: depression, anxiety, obsessive compulsive, hoarding disorder
Ineffective Beliefs About Possessions: valuing objects unrealistically, associating possessions with one's identity

Source: National Study Group on Chronic Disorganization, Facts by Phyllis Flood Knerr

5 of My Favorite Organizing and Productivity Websites

2011-04-11T15:19:00.000-07:00

I visit a lot of websites in an ongoing effort to find useful, relevant, and interesting material to use in my newsletter, social media efforts, and communication with my clients. While I'm always interested in finding new sources, I find that when I'm in a hurry or just don't feel like spending a lot of time looking for new material, there are a handful of sites that I know I can count on for what I need. Here are 5 of them--check them out when you get a chance!

http://www.43folders.com/
http://www.dumblittleman.com/
http://www.sortingwithstyle.com/
www.evancarmichael.com/productivity
www.organize.com/office.html

Are You Visual? Try This Calendar...

2011-03-21T12:16:00.000-07:00

I recently purchased one of these large calendars and I love it! Many people have it on their desktop, which is a fine way to use it, but I hung mine on the wall right next to my desk and chair. I use my iPhone calendar for when I'm out and about, and to keep track of personal and business obligations, and this has been very effective for me. I love the large wall calendar since I can see the whole month at once--I didn't realize how valuable that would be until I actually experienced the convenience! If you don't have one and you find yourself struggling to keep up with and remember appointments, or if you are a visual person and would like to see what your whole month ahead looks like in order to more effectively plan, I say go get one now! Bonus: since it's already March, they're on sale!

Update Your Organizing Systems

2011-03-08T10:11:00.000-08:00

Once you're "organized", it's an ongoing process that takes minimal daily maintenance. However, if you find that some of the systems you've set up are not really helping you in your organizing endeavors, then you may need to make some adjustments. This is fine! I have to do this myself, and I find that as life gets busier I need to fine-tune things in my office occasionally.
Over the weekend I did this. I moved my filing cabinet from one corner to another (I can still reach it from my office chair), I removed everything from my desktop and put back only the items I really need on it, and I moved my whiteboard and large calendar to a more accessible place on the wall close to my desk. Now I won't forget to write things down, darnit! I also hung up some pretty pictures to inspire me...don't forget to include the little things that make a huge difference.

Organize For Tax Time

2011-03-04T12:47:00.000-08:00

It's possible you know someone who highly dreads this time of year. Tax time. Even though, like Christmas, it happens at the same time every year, some of us are usually still caught off guard. What--I have to gather my receipts, update my mileage log, balance months of bank statements...already? Again? Crap. (Kinda like I am around the holidays--already? Again? Crap.)

Anyway, if your filing system for tax documents consists of a pile of papers stacked somewhere in your office, here are a few tips to make this year's tax time a little less painful. Hopefully next year's, too.

Systematically go through the papers and receipts and sort into relevant piles. Different categories will emerge, so put like with like.
Create a folder for each category: Income, Expenses, Receipts, Records (or use words that make sense to you so you'll know what goes in the folders and you'll use them)
I suggest paper clipping together each month's papers inside of each folder--this way, if you need to find info for a certain month, you can do so quickly without having to rifle through the folder
If you have an accountant that you'll be giving your info to, go ahead and add up the items in each category. He/she will double-check your numbers anyway, but this can be a time saver for them.
Throughout the year, use these folders!! Don't make your life harder by procrastinating on this one.

You'll thank yourself next year at tax time, and you'll wonder why you waited so long to organize your tax documents!

Do You Need An Inbox?

2011-02-28T13:47:00.000-08:00

Yes! Many clients I work with either don't have one, or if they do, it's misused as yet another place to stack papers they're not sure what to do with. Some inbox tips:

It should live on your desktop. It doesn't matter if it's on the corner or in the center--it just needs to be within arm's reach.
Its main purpose is for gathering papers, reminders, notes from meetings, daily mail, and other info that isn't urgent, but that needs to be processed (filed, delegated, acted upon, trashed) in some way soon.
You must clean it out at least once a week! That's the hard part for most folks. But you defeat the purpose of the inbox if you just let stuff sit there. Discipline yourself to make time each day or so to decide what needs to be done with each item in your inbox. You'll notice an increase in your productivity--I promise!

Inboxes can be plastic trays or wicker baskets or even the lid of a cardboard box. Whatever will work for you--just use one! Here are some pretty ones from www.seejanework.com .

Organize Your Notes

2011-02-07T15:00:00.000-08:00

My goal is to help people achieve the status of working in an organized office space. Along my journey to do so, I've noticed several habits that those who are less organized share. One of these habits is the over abundance of notes scribbled on scraps of paper, backs of envelopes, paper napkins from lunch, sticky notes, etc. It's no wonder that important info is lost or forgotten! Suggestions:

if you take notes in meetings, use one pad of paper for this (use a different sheet for each meeting) and at the end of the day read over the notes, keep the important info you need, and toss the rest
keep a notepad on your desk to take phone messages on or use it to take notes when you're on the phone
lots of the scattered pieces of paper I've encountered on desks have names and phone numbers on them, so maintain a list of these people so that when you have time you can add them into your contact manager and input many all at once

Be aware of how you're gathering your information and try not to write notes in several different places. This complicates finding it again, thus making your life harder than it has to be. Give it a try!

Decide What to Keep, What to Toss

2011-01-11T12:52:00.000-08:00

The beginning of a new year really is a good time to take stock of what's in your office and make some decisions about what to keep and what to toss. Here's the catch, though: you really do need to get rid of some stuff, not just look at it and think about it. Or "get to it later". Whether it's going through papers that have accumulated on your desktop, floor, chair, bookcase, etc. or whether it's a box or two of miscellaneous items you've shoved in a corner, commit to tackling some part of it for a little while each day.

To prevent this amassment from coming back (or growing larger if you don't completely eradicate it) during the year, tell yourself and accept the fact that you don't need to keep everything. Let it go! Make a conscious decision in this new year to decide what to do with a piece of paper or other item before you set it aside. This time next year, instead of warily eyeing piles of whatever-the-heck in your office, you could be enjoying extra time doing something fun! (ok, organizing is fun for me, but I realize most people hate it :-) ) Happy New Year!!

The Tickler File...

2010-12-14T13:07:00.000-08:00

Some of us are familiar with the "tickler file", while others have never heard of such a thing. It's a wonderfully effective tool for increasing productivity--if you use it. Why the name "tickler file"? First of all, let me say that I detest this name, probably due to the fact that I hate being tickled. Never sneak up behind me and tickle me to be funny--more than likely you'll end up with a bruised shin, possibly worse. Nothing personal, I just don't like to be tickled.
According to Wikipedia, "a tickler file is a collection of date-labeled file folders organized in a way that allows time-sensitive documents to be filed according to the future date on which each document needs action. Documents within the folders of a tickler file can be to-do lists, pending bills, unpaid invoices, travel tickets, hotel reservations, meeting information, birthday reminders, coupons, claim tickets, call-back notes, follow-up reminders, maintenance reminders, or any other papers that require future action. Each day, the folder having the current date is retrieved from the tickler file so that any documents within it may be acted on. Essentially, a tickler file provides a way to send a reminder to oneself in the future—"tickling" one's memory.
Tickler files are often used in newsrooms by editing, journalists, and reporters, as well as by many other groups, including sales representatives and professional offices in medicine, law, non-profit, government, and accounting.
A tickler file system also has other applications such as museum guides, specialized fact books, time management software, or any organized arrangement of information to which a person may want quick access."

Need to remember something? Put it in your Tickler File! So many valuable uses for such an unfortunately named creation! More info...
http://wiki.43folders.com/index.php/Tickler_file

One Reason Why You May Procrastinate

2010-12-09T15:51:00.000-08:00

Everybody delays or puts off doing something they dislike at some time or another. Yes, we procrastinate. I'm guilty of putting off cleaning up the kitchen. Every time I turn around, it seems, there are more dishes in the sink, there's stuff on the counter, the dishwasher needs to be unloaded...again?? Luckily, I can make my kids tackle some of this (one of the benefits of having children, I think), so it's not really that bad. But still I sometimes procrastinate and the mess grows.

One reason people procrastinate is that the task is too big and can seem overwhelming. People don't know where to start. "Oh, I think I'll just work on this over here and I'll get to that later", you think to yourself. But later the task is still overwhelming and is possibly bigger because it's been delayed and has grown. Solution: really examine why you've been putting something off. Is it large and intimidating? If so, break it down into smaller steps. Work on doing one step a day or one step a week, depending on what it is. Don't get discouraged if the small step barely makes a dent, the important thing to keep in mind is that you've begun making progress. And you're no longer procrastinating!

Snow Helps With Organizing!

2010-12-07T09:16:00.000-08:00

Last Saturday's snow was so unexpected. It's way too early for snow here, and often when even just flurries are predicted, it turns out that nothing happens anyway. Much to the delight of my children, the couple of inches we got were enough for them to haul out the sleds and snow boards from our unfinished storage room in the basement. This is the same room that houses the boxes of Christmas decorations, other seasonal decorations, the old bunk beds, some miscellaneous tools, etc. While not in total disarray, it's gotten a bit cluttered.

My plan for the day was to decorate the outside of the house for Christmas, and then set the tree up and take care of decorating the inside. The snow, however beautiful it looked coming down, discouraged me from spending time outside wrestling with lights, garland and all that stuff. I don't like cold weather.

So with the extra time I gained from not having to go outside, I used my time wisely and got the unfinished storage room organized. It feels great to have sorted through boxes, rearranged tools and other items, and I even swept the floor! So thank you snow, for helping me organize a space that hadn't been high on my priority list, but needed some attention. I may not like cold weather, but that snow sure was beautiful...

Another Office Organizing Myth...

2010-12-02T11:03:00.000-08:00

I'm going to make you throw away all of your stuff. NOT! As a professional office organizer, my goal is to help you function at a higher level of efficiency in your office space, no matter what you have in there. I absolutely will not make you throw away anything. After all, people value different things--what may be important to me may mean nothing to you, and vice versa. I understand that. It's more important to focus on organizing what you have than it is to focus on how much you have.

Being organized doesn't necessarily mean you have to get rid of things, although sometimes that's a part of becoming better organized. Being organized is when you know what you have and can access items easily and quickly. That's all!

Impediment to Efficiency

2010-11-30T11:02:00.000-08:00

As hard as I try to be well organized, efficient with how I spend my time, and as productive as possible each day, sometimes events occur that impede my success in these areas. It makes me crazy! I crave order, after all.

There's almost nothing worse (except for serious injury or death to a family member or close friend, of course) than having a dead car battery. It's so sudden. Unexpected. Unwelcome. There I was, prepared for an afternoon of meetings that I'd been looking forward to. I had freshened my lipstick, made sure I had a bottle of water with me, grabbed my bag, and jumped in my car. I turned the key, and...nothing. What?? I turned the key again...still nothing. Oh no--my car won't start! But I have important plans, dammit! This can't be happening!

Planning is a good thing. Whether you resist it or not, it's necessary for most of us to plan much of our days in order to get things done. But it's also important to be flexible and adaptable when unexpected impediments to our efficiency occur. (I'm writing this at the car dealership waiting on a new battery--thank goodness for wireless! And thanks, Tim, for the jump.)

Frustrated By Your Disorganized Office? You Don't Have To Be...

2010-11-24T09:28:00.000-08:00

Common Office Organizing Myth...

2010-11-23T10:28:00.000-08:00

I'm going to judge you, yell at you, make you feel bad and guilty about your disorganized office. No--that's a MYTH! People are sometimes intimidated when I visit their office because they think I'm going to judge them about how disorganized they are. Not true! Nobody's perfect, and frankly, we all have areas in which we struggle with varying levels of disorganization.

I enjoy what I do because I like helping people organize their space so that they are able to function at a higher level of efficiency. I am understanding and non-judgmental, and it's my genuine desire to help others navigate easily through their days just by improving their organizing skills.

Don't be intimidated by consulting an office organizer--we are human, too! There's no shame in asking for help when it will result in saving time, stress, and money.

Organize Before Your Vacation and Really Relax!

2010-11-17T12:25:00.000-08:00

I took a quick trip to the beach last weekend. The weather was beautiful, especially considering it's mid-November and months of cold weather are right around the corner. It was great to get away for a few days and leave some of the everyday stress behind. There's something about watching the waves that's so relaxing...

Anyway, before I left on my trip, I spent a bit of time organizing my desk and some of the papers that had found a resting spot on it and had been there for several days. No, my desk isn't perfectly clear at all times! That's unrealistic for anyone who actually gets work done during the course of the week. I wanted to come back to a well organized desktop on Monday morning. I mean, who wants to face a semi-cluttered desk after a nice, relaxing weekend? Kind of defeats the purpose of getting away in the first place!

But it did occur to me that if every Friday I acted like I was going on vacation, I would be motivated to make sure that all papers, folders, and files were put away so that on Monday I would start fresh. You try it too! Fridays you'll leave with the peace of mind that you've organized your workspace, and Mondays you won't dread whatever is lurking in piles on your desk--there won't be any!

Reduce Your Paper Output

2010-11-12T11:18:00.000-08:00

Often the biggest contributor to office clutter and chaos is paper. What should you do with it all? Where does it come from, anyway? Aside from engaging the help of a wonderful professional office organizer (!) to assist you with your paper struggles, there are ways that you can decrease your own paper output. Decreasing paper output not only helps you, but you'll also be doing others a huge favor by producing less paper clutter for them.

Quick paper reducing suggestions:

Think before you print!
Send copies of documents to fewer people.
Reduce the number of office forms.
Call to reply to someone if a letter/memo is not necessary.
Email (although too many emails is another big issue for folks...think before you email, too).
If you must write and send on paper, keep it brief.

Going "paperless" is not an option for everybody, but most people can find small ways to use less paper and reduce their struggle with having too much of it. Less paper...less stress!

Easily Organize Business Cards!

2010-11-09T10:55:00.000-08:00

If you're like most business people, you don't have a shortage of business cards sitting around your office. But what you do have is a shortage of space to keep them. Maybe they're in a jumble in a desk drawer. Maybe they're spilling over your desktop. Maybe you even have a shoebox full of them stashed in a corner! I think I've seen it all when it comes to people and their business card storage.

What's the point of keeping all of the cards you accumulate? To build your list of contacts, of course! But having them in a disorganized heap really does you no good, does it? I have a suggestion: order this fabulous eco-friendly, bamboo business card holder from organize.com. You can alphabetize the cards, and it's compact yet expandable if you need more space. And wait, there's more good news! It won't take you as long as you think it will to put the cards in there. The most important step is to begin!

Get Organized and Thrive!

2010-11-05T13:57:00.000-07:00

"Life today moves more rapidly than it did 50 years ago and will continue accelerating in the years ahead, presenting us with more opportunities and ever-greater demands on our time...In an environment like this, those who are organized will thrive...you can no longer afford not to be organized. Organizing has become a survival skill for the modern age..." Julie Morgenstern, Organizing From the Inside Out

I like this quote--it gets to the point! When I work with clients who have struggled with chronic disorganization issues in their offices, they quickly realize that becoming better organized makes a profound difference in their professional, and oftentimes personal, lives. It makes a difference not just with efficiency and productivity, but with decreasing stress levels as well. You can't afford not to be organized--this kind of change is good.

Look how happy this organized guy is!

Save An Hour A Day--Get Organized!

2010-11-03T04:43:00.000-07:00

In a 2008 NAPO (National Association of Professional Organizers) survey of 400 consumers nationwide, 27% said they feel disorganized at work, and of those 91% said they would be more effective and efficient if their workspace was better organized. 28% said they would save over an hour per day and 27% said they would save 31-60 minutes each day.

That's a lot of time saved just by becoming better organized! What would you do with an extra hour each day?

Schedule Time To Read (And Relax!)

2010-10-29T10:30:00.000-07:00

I don't know about you, but I have a huge stack of magazines that I want to read through. I go through phases when I get way behind on reading for pleasure. I get so caught up in reading about business, whether it's a great marketing book or some compelling business information I've run across on the internet, that I run out of time to read for relaxation. Ok, I let myself run out of time. I am and always have been guilty of discounting the importance of taking time for myself in order to relax and re-charge. So every once in awhile I have to re-arrange some priorities in order to make sure I'm making time to do things that I enjoy that are NOT related to my business. Remember to do the same for yourself. You're worth it.

(a couple of pictures from relaxing in the mountains last Sunday--my kids are in the paddleboat)

We Have More Time Than We Think We Do...

2010-10-26T12:58:00.000-07:00

We have more time than we think we do? How's that possible?! It's true that most of us have way too much to do for the various areas of our lives, and we squeeze into each day as much as possible . But the fact that we can't seem to get it all done doesn't necessarily mean that we need more time.

"The real problem is a lack of clarity and definition about what a project (or task) really is and what the associated next-action steps required are. Clarifying things on the front end, when they first appear on the radar, rather than on the back end, after trouble has developed, allows people to reap the benefits of managing action." (David Allen, author of Getting Things Done, The Art of Stress-Free Productivity)

So really start paying attention to things that keep you running around busy. Try to clarify what the desired outcome is, decide what the relevant next-action steps are, and follow them. You'll be much more efficient doing tasks this way, and you'll probably find that you indeed have more time than you think you do.

Write It Down!

2010-10-22T12:16:00.000-07:00

When I'm attending a meeting, I always bring paper and pen for taking notes. That's a given for most of us, unless you really can remember everything you hear and are able to store it in your head. I cannot, and I'm a pretty good listener. So I jot notes to help me remember what I need to do later. But even when I'm not in a meeting, I usually have a small notepad and pencil with me. My best ideas can strike at anytime! Ideas for blogs, marketing, website content, tweets...and many other things. If I don't make a note of them, I may (no, I will) forget them later as I get caught up in the whirlwind of the rest of my day. Be prepared!

To Multitask or Not?

2010-10-19T11:42:00.000-07:00

So often nowadays multitasking is necessary. So we think. We try to prepare a report for the meeting this afternoon, answer the phone, reply to emails, and deal with interruptions from co-workers all at the same time. Look how much we're getting done! Maybe not, though...

Stop trying to do too many things at once! It's better to maintain focus on one thing at a time and do it well. "People who regularly juggle several streams of electronic information do not pay attention, control their memories, or switch from one task to another as well as those who prefer to focus on one thing at a time. Heavy media multitaskers are paying a big price."
Stanford Report, 8/24/2009, Study by Clifford Nass, Eyal Ophir & Anthony Wagner

So if you need to multitask, pair up an important task with a lesser important task, such as tidying up your desk drawers (quietly) while on a conference call.

Where Does Time Go??

2010-10-14T11:54:00.000-07:00

If you're like many people I meet, you have days that are non-stop busy, but you can't explain exactly what you accomplished. You feel like you've been spinning your wheels! Sometimes we let certain activities take up too much of our time. Is it Facebook? Email? Sipping on your morning coffee while reading the paper? Catching up with friends and co-workers to see what fun things they did over the weekend? (Feel free to insert your time-waster here.) Engaging in all of these activities is perfectly fine...but you may not realize how much time you spend doing so.

If you're really serious about finding more time in your day, I suggest keeping a Time Log for a week. Write down everything you do and how much time you spend on it. Include time spent on eating, phone calls, driving, appointments, interruptions, watching tv, sleeping--you get the idea. This way you can pinpoint where your time is leaking. Then you can eliminate or at least shorten time spent on time-wasting activities.

Here's a wonderful book on time management: Improve Your Time Management, written by Polly Bird. Well worth spending the time to read it!

Easy Time Management Tip--Using Transition Time

2010-10-12T10:30:00.000-07:00

Fill the gaps in your schedule with specific actions.

Do you have some time between meetings? A couple of hours with no appointments? Are you going to be waiting awhile at the doctor? Fill in this "free" time with tasks from your daily goals list. No matter how small the task is, put it on your calendar or planner! Putting it on your schedule enables you to make a detailed plan for the day. We have so many things vying for our time and attention now more than ever...you'd be amazed how much you can squeeze into a day if you plan well. (Schedule fun things, too-- sometimes we forget to be good to ourselves!!)

Where It All Happens!

2010-10-06T15:37:00.000-07:00

I rearranged my office after I painted it (Pale Cucumber, Behr paint from Home Depot--pretty and relaxing) and this is what it looks like now. It's a small space, which I like. Oftentimes we think we need more space for our stuff, but au contrere--more space can be a curse! We'll harbor unnecessary items just to fill it up! I've been guilty of this myself, so don't think I'm pointing fingers from a pedestal.

It's a good feeling to walk into my office and not be overwhelmed with too much stuff. I'm able to focus, work more efficiently, and I look forward to working in an organized space. That's all I wish for everyone!

Time Well Spent

2010-10-04T13:58:00.000-07:00

Most people I run across think that since I organize offices for a living, my office must be perfect. While that's mostly true (!), from time to time I face some of the same struggles that other busy professionals face: Where did that pile of papers come from? What exactly is in that pile of papers? Are there bills in there that should have already been paid??

Busy weeks can wreak havoc on the most organized of folk, and I'm no exception. What saves me from utter chaos, however, is my dedication to discipline when it comes to clearing off my desktop when it's on the verge of disappearing. At the end of most days, I make a concerted effort to have everything put away in its place, and I write on my white board the tasks I need to tackle the next day. I'm always surprised that what I've dreaded doing (filing those darn papers, deciding which newspapers/magazines/fliers to keep, paying the bills, taking the coffee cups to the dishwasher :-) ) really doesn't take me that long. I've wasted time dreading dealing with things, and I could have done it and moved on in a matter of minutes!

Give yourself a time limit to do things you dread, whether it's dusting the living room (yuck), answering emails, or clearing off your desk. Ten focused minutes is time very well spent.

Time Management Quick Tip

2010-09-08T06:36:00.000-07:00

Hearing the phrase "time management" should not make you groan or cringe...it's something we could all improve upon in our daily lives. Spending our time wisely and thoughtfully will only help us reach our goals in life faster. So, yay for time management!

Tip #1: Write down goals for each area of your life. Be specific! Start with annual goals, then break those down into monthly, weekly, and daily goals. Prioritize your daily goals so you'll be focused on what has to get done. Look at your goals every day so you'll stay focused on what you want to accomplish.

Our Potential

2010-08-31T13:05:00.000-07:00

I recently ran across this quote and fell in love with it. How many people do you know who settle for less? Do not be one of them!!

"Success is about who you become. The big challenge is to become all
that you have the possibility of becoming. You cannot believe what it
does to the human spirit to maximize your human potential and
stretch yourself to the limit." -Jim Rohn

from http://www.Solo-E.com

Quick Organizing Tips!

2010-08-04T13:18:00.000-07:00

Manage Your Time!
· Use a planner to track appointments and tasks. It can be a paper-based notebook, a computer software program, or an electronic handheld device.
· Create at least one hour of uninterrupted time per day to tackle projects and action items.
· Break large projects down into small, sequential steps. Schedule these steps into your day with your planner.

Tame Your Desk!
· Keep only supplies you need on a daily basis on your desktop.
· Create a paper flow system for your incoming documents.
· Use your in box only for items that haven’t yet been reviewed.
· Avoid looking at documents and placing them back on the desk. Follow through with the decision you have made about the document.

Conquer Your Filing!
· Create a filing system for your electronic documents that mirrors the one you have for paper. Sort, file, and purge electronic information regularly.
· Keep a file index (a master list of file names). Check the index before creating a new file to avoid making duplicates. Also use it when deciding where to put new documents.
· Keep the most recent papers in the front of the file. Whenever you open it, the current information will be on top.

*These tips are courtesy of The National Association of Professional Organizers, www.napo.net

Don’t be shortsighted…get organized with Longview!
www.LongviewOrganizing.com 336-287-7547 Jenny@LongviewOrganizing.com

I Want To See Your Office!

2010-07-20T08:24:00.000-07:00

When I meet people and I tell them that I am a professional organizer, they chuckle (sometimes groan) and often say,”Oh, now, you don’t want to see my office. It’s beyond help.” And my response to them is, “Yes, I DO want to see your office!” I am passionate about helping people experience the joys of working in a well-organized office environment. Many people—even those who ooze self-confidence in most other situations—are sheepish, apologetic even, when it comes to revealing the disorganized state of their office space. I can understand this—your office is your personal space and is a reflection of you.

Being disorganized does not mean you are a bad person…most people live in some state of disorganization, and that’s normal. The goal is to minimize the degree of disorganization so you’re not battling continual chaos, but don’t pressure yourself to be perfect. Making the firm commitment to yourself to become better organized is the first step in the process. Start small. If you find that you still struggle with taking the steps necessary to improve your organization, consider hiring a professional. It’s well worth the time and money you will spend, especially if you take into account how much time and money you waste living a disorganized life. A professional organizer can at least get you started, will provide an action plan, focus and motivation along the way. Become better organized—you’ll have more time to spend doing things you love with the people you love!

Junk Drawer

2010-07-06T10:25:00.000-07:00

It’s ok to have a “junk drawer”! We are human, for heaven’s sake, and especially if you have children, there can be an almost continual influx of small items they’ve received from birthday parties, school celebrations, Happy Meal toys, grandma…and they don’t want to part with them just yet. In my house a lot of these items accumulate in the kitchen and they wind up in the junk drawer. At any given time it contains magnets for my fridge that are not currently being used, a baggie with apple and orange seeds that my daughter wants to plant (she actually grew an apple tree from one of these seeds last year!), soda can tops my daughter is saving for a future craft project, a few cards my son made at school, wine bottle corks, half-burned birthday candles…stuff like that.

It’s ok to have a “junk drawer”, but limit yourself to only one, and commit to cleaning it out periodically. Anything really important and worth saving should have a permanent home elsewhere, not in the junk drawer. Sort through it while you’re waiting for the water to boil for the pasta one evening—it really won’t take long, and you may as well squeeze in a little productive time while you can!

Why?

2010-06-27T07:54:00.000-07:00

So, why do you want to get organized? That may sound like a silly question, but it’s actually a critical part of the organizing process. The “why” is different for every person: my boss told me to, I’m sick of tripping over stacks of stuff on the floor, I’m tired of stepping over things just to get to my filing cabinet, clients comment on my disorganization and I think it’s making me look bad, I want to be more productive with my time…there are so, so many reasons to have an organized office space!

Your personal reason or reasons (there are likely more than one) are what will help drive you to succeed in becoming and remaining organized. Really ask yourself why you want to be organized and what your vision is for you office space—jot down specifics, as this helps to motivate. Do you visualize a completely cleared off desk or credenza? Would simply adding a desktop file organizer really make your space appear tidier and be more functional for you? Do you want more plants, and where could you put them? Clarity brings focus to the task, and wonderful results will follow. Start your “why” list today—it makes a huge difference.

Can This Be Recycled?

2010-06-16T07:37:00.000-07:00

As I'm helping people organize their spaces we often come across items that the client doesn't need or want anymore. Items like metal clothes hangers, video tapes, trophies, lawn/garden equipment, pipe, propane tanks...they're not things that can be donated, and we hesitate to throw them away. Things like these are what make piles and boxes of clutter!

Check out this wonderful website: www.earth911.com. If you're wondering if some of your castoffs can be recycled, all you have to do is type in the item you have along with your zip code, and a list of recycling options/locations is revealed. It's also a wonderful site to read about recycling tips and articles. I highly recommend!

Can I Keep It?

2010-06-07T14:35:00.000-07:00

“Are you going to make me throw away all of my stuff?” I am asked this question a lot in the assessment phase of working with my clients. I never make clients throw away anything that they don’t want to get rid of. It is true, however, that we tend to hang on to way more stuff than we actually need, “just in case”.

One of my main purposes is to assist clients with sorting through what they have, determining what can be shredded, tossed, filed, delegated, or relocated. Then I guide them in developing an organized work environment that will be simple to maintain on a daily/weekly basis. Charging in and simply throwing away things without first analyzing what the client’s needs are is NOT organizing! A good general rule of thumb when de-cluttering is: get rid of objects that you associate negative memories or feelings with, and keep the things that make you feel good. Happy organizing!

No Office Is Beyond Help!

2010-05-31T17:58:00.000-07:00

Fortunately, organizing your office space doesn’t necessarily mean a whole office overhaul. That can be overwhelming to most folks, and people stop before they even begin. Sound familiar? Have you been saying for months (years, maybe?) that you need to organize your office? You know what a relief it would be to have it done, yet you can’t seem to begin even though you really want to. You may not know where to start. You dread tackling drawers and cabinets of murky, miscellaneous papers filled with information that you may or may not need.

My advice: start small. Always. Don’t take on the world—it’s just not necessary. Look at the positives in your office: what is in place that’s already working? Maybe the physical layout of the space (desk, bookcase, filing cabinet placement) is ideal. Great—something you won’t have to tackle! Maybe your filing system is effective, but you just need to clean out some outdated files. Or maybe you just need to begin using your filing cabinet—no new skills needed, just develop the habit of filing a few things daily, and you’re on the way! So look around and eliminate what you won’t need to tackle first—organizing your office may not be as bad as you’ve been thinking!

What is "organized" anyway?

2010-05-25T13:01:00.004-07:00

The dictionary definition of "organized" is: To pull, or put together in an orderly, functional, structured whole. To arrange or systematize.

As an Organizing Consultant, I think this is a decent, though very general definition, and the most important word here is "functional". When I spend time with clients in their offices helping them to get a handle on their "stuff" so they can become better organized, I stress to them that it's not about being neater and cleaner, and it's certainly not about achieving perfection. It's really more about developing simple systems that enable them to work more efficiently and effectively in order to save time and headaches. Don't get me wrong, neat and (especially) clean is good--but being functional is really the goal. Just about everyone can benefit from becoming better organized!