Imagine this scenario. You begin checking your voice mail, hear an important message and grab the first piece of paper you find to jot down the messages. Later, you remember that you need to return that call and can’t find that little piece of paper anywhere! The same holds true for important ideas, contact information, and just about anything else you might write down. The objective is to help you remember or to capture the information for future use, but when you really need that information, it’s impossible to find among the sea of other little pieces of paper you’ve written on.

It’s a common complaint among my clients. There are little scraps of paper everywhere and they can never find the information they’ve written on these scraps when they need it.

Banish Scratch Paper

The solution has two parts. The first is to get all of those little pads out of your office. These pads are supposed to be “scratch” paper to jot things down. The problem is that there is usually no system in place to keep those little scraps organized. For those of you struggling with paper organization, scratch paper is your enemy! Remove all the little pads you’ve received at conferences or that your company has printed from your office.

Sticky notes pose a similar problem. Sticky notes are excellent when used for their intended purpose which is to make notes on larger pieces of paper. They can also be very effective for capturing ideas and information when there is a system for retrieving that information later.

For example, one of my clients uses sticky notes to capture ideas during brainstorming sessions. She then uses one wall in her office as a canvas to capture and organize those ideas. This is a great way to use sticky notes! You could also do this for messages and other information as well. What usually occurs is that stickies are used to capture voice mail messages and ideas and just end up stuck to unrelated notes or lost with other papers.

Choose Your Tools

Part 2 of the solution is to choose one method for capturing information and consistently use it. There are two tools that I recommend to do this. One is a voice mail log. This is just a simple document with columns labeled Time/Date, Name/Phone Number, Message, Status, and rows which are blank for filling in. Print out several copies of the voice mail log, staple together, and have this readily available when you are checking voice mail. Rather than writing voice mail messages on random pieces of paper, you now have one tool for capturing those messages. I usually recommend that clients print these on brightly colored paper so they are easy to find.

The other tool I recommend is a simple notebook for capturing ideas and meeting notes. In addition to all the little paper scraps, you may have lots of legal pads floating around half used. This makes it difficult to locate notes and ideas when you really need them. If you use only one notebook for all notes, you will only need to look in that one notebook when you are looking for something.

Find a notebook that you really like. I use Russell & Hazel one subject notebooks and recommend them highly to my clients. The covers are very sturdy and the paper is high quality. Once you find a notebook that you really love, buy a few of them so that you will be prepared when you fill up the current one. I date my notebooks and store them in case I do need to go back to one for any reason.

So, to get control over the paper scraps:

1) Remove all the different types of paper pads from your office.

2) Develop systems for capturing information and consistently use them.

Happy Organizing!

Ellen

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

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.

What challenges do you face when trying to get organized or trying to keep up with your systems? I’d love to hear from you.

Happy Organizing!

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.

Happy Organizing!

My phone rings.  It’s a potential client who would like help being more productive in her office.  I ask what’s going on in her office, and she tells me there is paper everywhere.  She is looking at stacks of paper, binders, magazines, and other things that are visually cluttering her space.

Obviously, all this stuff is certainly a problem, but what’s really going on here?  When I probe about her work habits and daily routines, the real issues begin to arise.  She has no plan for the day.  She routinely allows phone calls and email coming in to distract her from her priorities.  The real issue here is not the stuff.  It’s her behavior.

The clutter in her office is a product of a lack of systems and routines.  Now that the clutter has taken over it certainly is a problem, but if we just clear up the paper, it’s highly likely that it will be back in short order.  The key to getting organized is changing the behavior that has gotten you into the situation in the first place.

So, how do we change behavior?  There is no easy answer to this question, but here are some ideas to help you get started:

1. Create self awareness.  While coaching my clients, I help them to begin noticing phrases they are using or things they are doing that could be contributing to the problem.  You can do this by simply noticing some of your thought patterns as you work.  Do you think things like “I’ll just put this here for now” or ???  Do you do things like answer the phone every single time it rings or check email each time a notification comes in?  Once you begin to notice some patterns that are causing the clutter and lack of productivity you can begin to develop new habits that will help you to break the cycle of your past behaviors.




2. Work with your natural tendencies.  As you are noticing your behavior, it’s also a good idea to pay attention to what is going on when you’re at your best.  What I mean is that all of us are different.  We all have different times of day that we are most productive.  We have different work styles and personalities.  The idea behind getting organized and being more productive is to find what works best for you and incorporate that into all you do.  For example, if you discover that the best time for writing is early morning, your new routine may be to begin hard scheduled appointments a little later in the day.  This will allow you the time in the morning to be creative and get that writing done.




3. Identify your motivation.  Why do you want to be more organized and productive?  Do you want to be able to find documents when you need them?  Do you want to grow your business?  Is someone else pressuring you to change?  Answering the question “Why do I really want to be more organized and productive” is one of the most important first steps in the organizing process.  Without that ultimate goal, or vision, you have no motivation for real change.

There are so many factors that can influence your success.  If you truly want to get organized so that you can have a better life, at home or in the office, you can do it!  Just remember that you must be willing to change both your environment and, most importantly, your habits.  Have an ultimate goal in mind and go for it!

Happy Organizing!

Ellen Martin

PS – If you are struggling with an overflowing inbox, email that just won’t stop, and unproductive days, the Conquer Chaos Strategy Session will help you get clear on why you really want to get organized and develop a plan to make it happen and stay that way.  Together we’ll determine why you really want to be organized and what’s standing in your way. During our strategy session, we’ll review your assessment, quickly break down your barriers to being organized and develop a personalized organizing plan that works for you.  To find out more visit http://anewleafpo.com/conquer-chaos-strategy-session/

“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!

Happy Organizing!

While working with a client a couple of weeks ago, I noticed that she was repeatedly saying that she would never be able to do this organizing work without me. Now, I had heard this before, but this time I had some new information that made me stop to think what this really meant for her.

A couple of months ago I was introduced to a program called “The Winner’s Image” produced by Bob Proctor. In the program Bob equates our self-image to the auto pilot feature of an airplane. The auto pilot is set to a certain course and corrects should the plane veer off course. Now, think about self-image for a moment. Your behavior patterns are a direct reflection of what you believe about yourself. If you believe that you are a successful person and bring in lots of money each month, then you probably do just that. However, if you don’t truly believe that you are that successful, wealthy person, what happens when you do experience some success? You have a fabulous month bringing in more money that you ever have. Then self-doubt sets in and your self-image auto pilot begins to bring you back to your old course.

Getting and staying organized is no different from the success example. Hearing my client saying that she would never be able to do this without me and thinking back to other clients who I’d heard say the same thing, made me realize that their self-image is dictating the situation. No, they won’t be able to do this without me, if that’s what they truly believe. Their self-image is telling them that they can’t be organized or stay organized because they haven’t been able to do it before. Or because so many people have told them how messy and disorganized they are and they believe that about themselves. If you don’t truly believe that you can get and stay organized, you will not get and stay organized. If we move a little outside of our belief about ourselves, the self-image autopilot will bring us back to its original course.

So, how do we conquer this? Change your self-image. This is no easy task, but is guaranteed to get those behavior changes to stick. Create the fantasy or vision of what you want your life to be like. Are there people you can model? Write your new vision out in detail. One of the most important questions to ask in the self-image changing process is “Am I Willing.” Are you really willing to do what is necessary to make the changes you are seeking? Really think about this. If you really aren’t willing to make the changes necessary to be successful at getting and staying organized, maybe it really isn’t as important to you as you once thought it was. Once you have written out your new self-image it’s important to focus on the changes you must make and reviewing your goal regularly. As I said, this is no small or easy task, but one that is well worth the effort.

As you consider your goal to be more organized and productive, pay attention to the things you are telling yourself. Is your self-image dictating that you can’t be organized? If so, consider a self-image overhaul! It will be one of the best investments you ever make.

Happy Organizing!

When email takes over it’s sometimes a little difficult to see the light at the end of the tunnel.  When you have hundreds or thousands of emails in your inbox, where do you begin to take control? Some issues that add to the stress are that you may not be sure if there is something important in all that old email that has been accumulating.  You may not have any system in place for filing away important information that you need to keep.  You may be reacting to email alerts every couple of minutes as they come into your inbox.

The first step is to decide what you are trying to accomplish by organizing your email and developing a new system.  For example, I try to keep my inbox as empty as possible.  At the moment I have 9 emails in my inbox, all of which require detailed thought and response.  What do you want to see when you open up your email program?

One of the best ways to cut back on the number of new emails you’re receiving is to stop them from coming in the first place.  Are you receiving notices from organizations you are no longer interested?  Are you receiving newsletters that you don’t have the time to read?  Ask to be removed from these lists.  Another area to examine is email coming from co-workers or colleagues that you may not need to receive.  If you consistently get reports that you don’t need to get, ask to be taken off the distribution list.  If you are being copied regularly on correspondence that you have no interest in or have no involvement with, again, ask to be removed from the distribution of that information.

I would like to hear from you about what challenges you are facing with email.  Send an email to me or post a comment.  

Happy Organizing!

A question was asked on a conference call with Steve Levinson, author of Following Through: A Revolutionary New Model For Finishing Whatever You Start,  whether he thought it really takes 21 days to change a habit.  He pointed out that there is no scientific evidence that it takes 21 days to change a habit.  It really depends on the complexity of the behavior and the potential consequences of not changing it. 

For example, if you pressed a button which then caused your house to explode, you would never press that button again.  This is an example of instant behavior change!  What really determines the amount of time it takes to change a habit is your focused effort on changing that behavior.  This is why it’s so important to focus on changing one habit or behavior at a time.  So, choose one thing that you would like to change and focus all of your effort on changing that one before moving on to the next.  The beginning of a new year always causes folks to think about renewal and change.  Unfortunately, within a few weeks most give up.  Just remember that behavior change is tough and it doesn’t always happen overnight or in 21 days.  Just get back on the horse and try again!

Imagine for a moment that 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.

This is the story of an introvert. Truth be told, it’s my story. Now, I don’t have a sales job, but sales are very much a part of my business. So, when it’s time to sit down to make phone calls, I go through the anxiety and stress described in the previous paragraph. I wonder if running my own business was really the right decision. I wonder if I can really be successful if I can’t bring myself to make phone calls. Pretty crazy, right!

The good news is that I don’t let this stand in my way. I am aware of the problem, but I push through anyway. It’s not easy, but my desire to be self-employed outweighs the other bad feelings.

So, what does this have to do with organization and productivity? Personality traits can affect an individual’s ability to perform certain tasks. 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. For entrepreneurs, understanding your personality factors can help determine tasks and projects that can be outsourced.

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.

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.

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. A behavior 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.

If you would like to learn more about how personality and behavior styles affect productivity, consider signing up for my Conquer Chaos Strategy Session. You will gain insight into how your personality traits may be impacting your productivity and get recommendations for improving your ability to get and stay organized. Click here for more information.

Happy Organizing,