Do You Love Your Stapler?
February 10, 2010 | Leave a Comment
In my last post, we discussed how to evaluate your systems to find out if they are working for you, or if you need to make some adjustments. One segment of that process is to evaluate your tools to find out if you like them. While working with a coaching client a few weeks ago, I discovered how truly valuable and overlooked this piece of the process is.
While chatting with her about the folders she intended to use for her file system, she mentioned that she needed to find them, but she didn’t like them very much. The statement that she didn’t like the folders immediately sent up a red flag.
Often when people are purchasing tools to support their systems or new organizing projects, they tend to buy whatever is readily available without really putting much thought into whether they actually like the tool or not. For example, basic green hanging folders are widely available at office product stores, but you may not like the color.
When systems are set up with items like this, that aren’t very appealing to you, more than likely, you will not be very excited about using them. As simple and maybe a little silly as this may seem, choosing tools that are aesthetically pleasing increases your chances of using them!
If you love beautiful office tools, try SeeJaneWork.com for aesthetically pleasing items. I have developed quite a fan base for this site among my clients and audiences! The larger chains have also introduced some items that are both functional and beautiful. Remember that your tools need to be functional as well. You don’t want to sacrifice function for beauty, but there are resources for finding tools that have the complete package!
So, as you are setting up new systems and looking at the tools you have chosen, ask yourself if you really love these items. Do you enjoy looking at your files or stacking trays? Do you really love that stapler you’re using? Examining all these details and making adjustments where necessary will help to ensure that you are on your way to having a functional system that you love!
Happy Organizing!
Ellen
Will Your New Year’s Resolution Stick?
January 10, 2010 | Leave a Comment
Each year getting organized and being more productive top the lists of New Year’s Resolutions. It’s exciting to imagine your life without paper piles and clutter consuming your office. And it certainly would feel great to accomplish your goals each day. Time after time I hear the same complaint. You started off great then something happened and the system fell apart. Often people give up at this point calling their systems and themselves failures.
They key to getting organized is first and foremost not to give up after the first little mishap. We all get overwhelmed, have a big project, or life circumstance that causes us to get off track. Rather than give up just start again! It’s really that easy.
Sometimes the systems that we try don’t really work for us and it’s important to be able to identify what went wrong. Starting over with a system gives you the opportunity to really observe what the problem is and to make adjustments as necessary. You may find that you really don’t like the folders you used to set up your action system. Or maybe your desk isn’t set up in a functional way. Look at your system with a critical eye rather than just throwing your hands up and declaring it a disaster!
Here are some things to look for when evaluating your system:
1) Do I have all the tools I need?
2) Do I like the tools I am using?
3) Can I find the documents and files I need when I need them?
4) Are things I use often readily available and accessible?
5) Can I easily reset the system when needed?
Remember, systems only work when you use them! Very few organizing systems work without some effort on the user’s part. Set up maintenance routines to be sure that you are keeping up with filing and other similar tasks.
If you would like to get 2010 and the new decade started off right and need a little help, I am offering a very special discount on my Conquer Chaos VIP Coaching Program. The first 10 readers to sign up for two months of coaching will get a complimentary third month! Visit www.anewleafpo.com/conquerchaosVIP to learn more about the program. To take advantage of the complimentary month, enter the coupon code HOLIDAY at check out.
I would like to thank all of you for reaading and for supporting my business over the years. I wish all of you a very Happy New Year!
Happy Organizing!
Is Your Electronic Information Out of Control?
December 2, 2009 | Leave a Comment
Searching your computer for a proposal you wrote three months ago? Or maybe you are looking for an email that you just know you sent to a client in June. If your email and computer files aren’t organized, you could be losing a lot of precious time searching for your electronic information.
Think of electronic files just the same as ordinary paper files in a file cabinet. A computer file system can be set up in the same way as paper files are set up. Create folders and subfolders for the files and be consistent in your naming scheme.
When saving documents be sure to click “Save As” and then navigate your way to the appropriate folder for that document. This will keep the document from going to that mysterious place that computers sometimes send our documents when we don’t specify exactly where we want them saved.
Put thought into naming your files and be descriptive. Take advantage of the 255 character limit on file names. Use descriptive words that will ensure you know what the file contains. Think about the different ways that you might think of the file the same as you would for physical files. If you are saving a budget form, when you are looking for it again, what will you look for?
Think of all of the possibilities and name your file accordingly. Taking this much time to think about it on the front end will also help to trigger your memory when looking for the file later.
If you don’t have time to create folders and move files around, your computer’s search tool can help. Search features in newer versions of Windows are much more efficient than they have been in the past. Tools like Google Desktop can also make finding documents on your computer faster and easier.
How to Stop Wasting Time Now
September 28, 2009 | Leave a Comment
“Waste Time Faster.” This is a phrase on a billboard advertising high speed internet. I laugh each time I see it, but it also makes me think about how much time we do waste on the internet. Playing around online is just one of many activities we use to avoid getting things done. Of course, the things we are avoiding are usually things that may be difficult or not so pleasant.
Avoidance behavior is a component of procrastination. Some causes of procrastination are task related anxiety, fear of failure, perfectionism, and lack of knowledge. When you think about that it’s no wonder we find such creative ways to avoid tackling those tasks. Imagine that you have agreed to take on a new project at work. You are pretty excited because you know that the success of this event will have a positive impact on your career. Once the excitement wears off a little, you realize there are some pieces of this project that you aren’t quite sure how to get complete. Each time you sit down to get started on the project, you feel overwhelmed or don’t really know where to begin. So, what do you do? Maybe you start some project related research on the internet. Then you remember that you really wanted to check out the scores from Sunday’s football games. Ladies, your example might be a little different, but I think you know where I’m going with this. As you check out the football scores, you see a link to a video of a spectacular play. You proceed to watch the video and see some other videos that look interesting. An hour later, you’ve caught up on all the football scores, watched some re-plays, and maybe a few hilarious videos of kids dancing to “booty” music. It’s time for lunch so you head out the door having accomplished nothing related to the project.
Does that sound remotely familiar to anyone? I will be the first to admit that I do this very thing when I am doing something new or something that might push me a little outside my comfort zone. But we also use these techniques to avoid everyday tasks. Here are three steps to help minimize your task avoidance time wasters.
Three steps to curbing avoidance behavior
1) Awareness is the first step in changing any behavior. If you recognized yourself in the example and you want to change this behavior, pay attention to what avoidance behaviors you are engaging. Surfing the internet is just one form of avoidance behavior. Some other examples are watching television, reading magazines, hallway conversations with colleagues, checking email. To be clear, none of things is necessarily bad, but when used to avoid other, more important tasks, they will kill your productivity. Identify your avoidance techniques.
2) Minimize distractions. Once you have identified your avoidance behaviors, it’s important that you come up with strategies to reduce the likelihood that you will engage them. My top two avoidance behaviors are checking email and internet surfing. When I need to work on important project it’s best that I am in an environment where the internet is not available. Or the connection is so slow that it’s annoying! I have also discovered that I work best away from my home office and in a place with something pleasing to look at. Those of us working from home have so many potential distractions. Laundry, dishes, kids, spouses, and pets. It’s really helpful to find a place that allows you to concentrate. So, what can you do to minimize your distractions?
3) Get things done. Finally, get it done! Sometimes tasks seem a lot more difficult that they really are. I think you will be pleasantly surprised at how much you will get done when you minimize your distractions and truly focus on the task at hand.
I hope this information helps you to get more done this week! Remember that the objective is not to cram your life with “things to do”, but to get things done in less time so that you can spend more time enjoying your life!
Does it make you feel good or does it make you feel bad? by Ellen Martin
June 7, 2009 | Leave a Comment
Getting organized often requires taking a hard look at the things, paper, “stuff” and time commitments, that are in your environment, and deciding what will stay and what will go away. This is a tricky issue since it’s sometimes really difficult to let go of things whether you like them or not.
I realized that it really comes down to one simple question. Does the thing make you feel good or does it make you feel bad? This can be applied to absolutely everything! Here are some examples:
Going through paperwork you find material from a project you wanted to do a few years back. Does the sight of that paper make you feel good or bad? You may be feeling guilty or annoyed with yourself that you didn’t do something you set out to do. Or you might feel excited because you had forgotten about something that brought you so much joy.
You are asked to plan an event for one of the organizations you are involved with. Do you really want to do it? Does the thought of it make your stomach sick and cause anxiety? Or do you feel happy to help because you love event planning and have a passion for the organization?
The key here is paying attention to how you feel and what you really want. Honestly, we women don’t pay attention to ourselves nearly as much as we ought to. We are often focused on the needs, wants, and happiness of those we care about. Of course, this is important and necessary, but it’s also so important for us to be happy as well. How can we really support the happiness of others if we aren’t happy?
When faced with decisions about time commitments, things you are keeping in your space, relationships you are developing, take a moment to pay attention to how you really feel about it. Your decision will serve you in the long run. Your life will be filled with things that you really love and that make you really happy!
Ellen Martin
Organizing Your Space. Simplifying Your Life.
www.organizationalexperts.com
Help!!! I’m Losing My Mind! by Ellen Martin
May 29, 2009 | Leave a Comment
We have all felt this way at some time or another. There is “stuff” everywhere and no hope in sight. Whether it’s paper piling up in your office or toys all over the living room, things can drive us crazy.
Decisions to get rid of things can be so difficult because many of us attach emotion to our things. It is an interesting phenomenon that we allow things to overcome us in this way. How inanimate objects take on such meaning that we almost feel the object may be hurt if we set it free.
To take back your life, you must relinquish the past. Clutter is often composed of past lives. You know…all of the supplies from that time you decided to learn cake decorating, or the old weight bench you bought 6 years ago and used once. These things are not only remnants of past lives, they also are sources of guilt.
When you look around your home or office and see remnants of projects started and never completed it is very emotionally draining. The first step to reclaiming your space is getting rid of all of those past lives.
Look at the present and decide what belongs here now. What serves you in your present life? You may have to deal with some emotional aspect of freeing yourself from the past, but how liberated you will feel once you have done it!
Ellen
Organizing Your Space. Simplifying Your Life.
www.organizationalexperts.com
It’s All about Connections by Myra Corrello, PhD
May 27, 2009 | 1 Comment
Do you ever find yourself trying to cram 3 weeks of work into 3 days?
Welcome to my world.
When I hop on the plane Friday morning, I’ll probably pass out from exhaustion. Until then, I can only say “thank you” to everyone in my life who has made these days doable.
I really don’t know how anyone can function without the support and collaboration from a professional network.
One business partner reminded me of a critical discount program that I hadn’t bothered to join that, today, is saving me substantial money on one project.
Another partner introduced me to a virtual assistant who seems to have no limits to her knowledge, her talents, and her ability to help you solve your problem – no matter how challenging. She’s now assisting me in bringing projects to fruition that have sat on the back-burner for years.
That VA introduced me to a graphic designer who has stayed up with me till the wee hours of the morning for the last 3 nights finishing more major projects.
Another colleague dropped by Monday with her new illustrator and before I knew it, they were rolling up their sleeves critiquing and revising every piece of my work in process – with remarkable results.
Last week, a professional speaker colleague shared a new publishing source that is, as we speak, helping me create my first magazine – to be delivered, amazingly, this Saturday. Three days turnaround. Unbelievable.
A conference exhibitor expert introduced me to her favorite print broker. Today, she’ll deliver 3 completed print projects that would have taken me months to coordinate and oversee on my own.
Whew! It makes me dizzy to think about the amount of work we all manage at any given time. Where would we be without those around us who seem to have the right answer, the right word, the right resource – when we need it?
Instead of being overwhelmed, I’m overwhelmingly grateful.
Who are your most valued professional resources? What areas of your work could benefit from someone to share a tip, lend a hand, give you a new perspective or connect you to another?
When you feel you’re drowning in a sea of work, don’t forget to ask for help. Be open to whatever comes your way and be gracious in accepting those gifts. You never know when you might be able to save someone else’s day.
Personality and Productivity, by Ellen Martin
May 22, 2009 | Leave a Comment
You are sitting at your desk filled with anxiety and stress. You stare at the telephone knowing that eventually you have to pick it up and dial. You start to wonder why on Earth you agreed to take this sales position. You don’t like making these phone calls and you don’t like networking events. You are procrastinating to the point that you must make the calls now or risk losing your job.
Personality issues can affect an individual’s ability to perform certain tasks. When someone is physically mismatched for a job it’s very obvious. A 300 pound fellow would not be suited to the job of jockey. Unfortunately, it’s not so easy to identify personality traits that may impact a person’s suitability for a job or task. Matching employees, both current and potential, with appropriate jobs is a key factor in increasing productivity at work.
There is no right or wrong in personality traits. The most important thing is awareness. Once you are aware that you possess certain personality traits you are more equipped to make any necessary changes to compensate for any negative effects the trait may be causing.
Introverts generally are drained by social interaction. They will procrastinate on making sales calls and may avoid networking opportunities. Introverts are perfectly happy alone most of the time. Extroverts on the other hand derive great energy from social interaction and thrive in positions requiring this. They will happy make calls, attend social functions and don’t do well in situations which require they work in solitude for long periods.
A highly structured person in an environment that requires a high degree of spontaneity will probably not be successful. In the same way a very spontaneous person will not do well in a highly structured environment.
Great insight can be made into the affects that behavior traits have on your work and personal life. You may discover the cause of your procrastination or why you react in certain ways to certain situations. An assessment tool, such as DiSC, can be very helpful in creating awareness. Not only will you identify your own style, but when completed in a team environment communication among team members will be improved.
Ellen
Organizing Your Space. Simplifying Your Life.
www.organizationalexperts.com
The Power of Priorities
May 18, 2009 | Leave a Comment
What have you said ‘Yes’ to in your work that you probably shouldn’t have?
Successful people realize that they can do ANYTHING, but they can’t do EVERYTHING! Are you trying to do it all? Do you tend to get bogged down in the “thick of thin things”?
My husband and I recently spent an afternoon weeding and pruning the shrubs in our yard. Getting rid of pesky weeds allows the bedding plants room to spread out and thrive. Just as pruning allows the shrub to grow fuller and bloom more abundantly next season, so pruning in your life will allow you to thrive and excel in those areas most important to you.
The key to moving forward fast is prioritizing. Ask yourself,
- Is this the best use of my time right now?
- Could someone else handle this task more efficiently and effectively?
- Is there something that I could be doing that only I can do well?
- Is this activity making full use of my talents and abilities?
How are you spending your time, energy, and resources? Are you making the most of each day? What have you said ‘yes’ to in your work that you probably shouldn’t have?
Essentially it’s all about priorities. The choice is up to you.
To your success,
Jennifer
Is Your Mind on Overload? by Ellen Martin
May 15, 2009 | Leave a Comment
Are You on Overload?
Going through your day at a hundred miles per hour doesn’t leave much time for thought. When you are not thinking you are simply reacting to what happens around you. This anxiety causing cycle will cause you to feel as though you are losing your mind. When you feel yourself spiraling out of control, you must stop. Stop, take a deep breath, and think about what you are doing. Stop to really think about the pieces and parts. What is the next step you must take? Are you doing things in an efficient manner? How can you get control of the situation to avoid future anxiety-filled days?
I encourage my clients and students to do a “brain dump” at the beginning of each day. Get it all out of your head and down on paper. Write down everything that is occupying space in your head or causing you to worry. At this point you don’t have to categorize it or try to make it into some neat formatted list. You are literally dumping all of the “stuff” from your brain so that you can think more clearly. This will immediately help to calm the anxiety.
You can capture the information in a written list or use technology to help you. If you like using technology, here are a few options for you. Open a word document and start typing away! If you use Outlook, you can use the task feature to capture each of the to-do items in your head. You can also use a tool like OneNote to capture the information.
Once you have gotten everything out of your head you can organize the information into a usable format or you can just put the list aside. Sometimes just getting it out of your head is helpful and you don’t really need to do anything more with the information. Often once the brain dump is complete you will realize that you aren’t as overloaded as you felt. The information that you dumped is usually very valuable and can become an excellent task list. Now when you get started again, you will be working on purpose. If you get out of control again, you know that you can stop, re-group, and then get started again.
Ellen
Organizing Your Space. Simplifying Your Life.
www.organizationalexperts.com
