Creating Office System’s into 2010 Issue I

Posted by Brenda | in Productivity Tips | on 28-10-2009

“When it is obvious that the goals cannot be reached, don’t adjust the goals, adjust the action steps.”  Confucius

Every year one of the top 10 new years resolutions are “Getting Your Office Organized”. 
As we near into 2010, the main topic for the Office Organizing & Productivity Tips will be on finally fulfilling one of your resolutions of getting organized.  Whether your really busy right now or things have slowed down due to the economy, don’t wait until the beginning of the year.  You will have other resolutions to start so why not check off your Organizing resolution NOW. 

While networking I was asked by a women who works for a Plumbing company, please tell me in one sentence the services I offer?  My response was “I help create an office System so you can have a process and a place for every document, phone call, voice mail, email, that comes into your office for quick retrieval” 
Well the woman responded;  you do not have to tell me the importance of a “System”.  We would not be able to survive with-out one, in fact EVERYONE who has an office should have a system! 

 Creating an office system is a process and an art form. 
Step 1.  Answer the following questions and complete a Scorecard to measure your success.
1)  What is your vision or goal for your office or your productivity level?  I typically ask;  What would your office look like? What would success feel like?
2)  What have been your obstacles or excuses?  What has prevented you from getting organized?
3)  How much time can you commit? Who can help you?  Do you have the budget?
4)  What tools do you have already i.e. Filing cabinet? Calendar Planner or Outlook? Contact Management System?
If you would like to discuss the above in detail with a Certified Professional Organizer, I offer free consultations.
Step 2.  Make only three decisions for every incoming item into your office.

FOCUS

Posted by Brenda | in Productivity Tips | on 08-10-2009

“The most practical of all methods for controlling the mind is the habit of keeping it busy with a definite purpose, backed by a definite plan” Napoleon Hill

Focus. A pet peeve of mine.  In fact, I have a very popular laser coaching workshop that teaches focus techniques to help you get things done in a timely manner without stress.
Do you have a difficult time focusing?
Well we all do!  With the influx of information coming at us and available right at our finger tips, we tend to do “excessive” multi-tasking.  Multi-tasking causes stress, short-term memory loss, and it negatively impacts concentration and attentiveness.
I believe we can all focus again by taking baby steps and learn how to tune out distractions and finally get things done without frustration and stress.
Remember, it probably took many years to get where your at in regard to your productivity pains and we all know that change does not happen over night.  However, by applying one focus tip at a time based on your particular work ethic and situation, gradually you start noticing that you have more time, more peaceful and productive meetings, your actually becoming more tuned in to what is going on around you, then you notice something is missing…….oh yes that frantic, frustrated and tired feeling of overwhelm.
1)FOCUS and stay in the moment.  Totally focus on what you are doing and get closure on it, then move on to the next thing. 
2)Example; surfing the Internet….a huge productivity time waster. 
3)Schedule, make an appointment or block out time in your calender to “Surf the Internet”.  By scheduling the time and writing it down, your more likely to NOT surf the internet because you have set aside that special time that is OKAY to surf the net and now you can look forward to your scheduled time and FOCUS on your current project. 
4)Try it  for 21 days in a row and I guarantee your current projects start becoming way more important then surfing the web.
Don’t know about the 21 day rule?  Ask me and I will be delighted to share.

The “Cost” of Disorganization

Posted by Brenda | in Productivity Tips | on 29-09-2009

“The average American burns 55 minutes a day
roughly 12 weeks per year looking for things
they know they own but can’t find”
                                                           Newsweek 6/09
1)Lets review some symptoms of disorganization:
. Stress at work leads to physical illness, which leads to time off work,  which leads to lost productivity, which means a loss of revenue.
. Inadequate paper or electronic trail systems lead to poor follow through and communication with customers, which leads to lost business.
. Poor productivity from overlapping tasks when there is lack of clear communication.
. Purchasing items you probably already have but can’t find.
. Lost income from forgetting to invoice a client.
. Poor growth, too much time spend spinning wheels to fix mistakes caused by disorganization and poor communication.
                           Wasted time = wasted money.
. Last minute jobs creating overtime that could have been avoided with better planning.
2)Next, what are a few signs that it’s time to make a change.
. Desk cluttered with files and equipment. Results of a poor filing system.
. Procrastination. It’s either the fear of failure or simple indecision.
. Being reactive instead of proactive.
. Excessive multi-tasking which causes stress, short-term memory loss     and it negatively impacts concentration and attentivenes
. Lack of FOCUS, cluttered mind = feeling of overwhelm
The bottom line is that being organized means things run more smoothly which then boosts moral which then increases productivity which then affects the profitability. It just makes sense!
The experiences I have had personally have led me to become an organizer. I am here now to help those that are ready to make changes for the better and who understand the bigger picture and want to save money in the long run by getting organized now.

Clutter is Postponed Decisions

Posted by Brenda | in Productivity Tips | on 21-09-2009

“Clutter is Postponed Decisions”
                                                                     Babara Hemphill

I love this statement because it truly is the heart of why you have allot of e-mail messages in your inbox, voice messages in your phone, documents on your computer desktop and piles of paper in and around your office.
But why should you care?  Because that clutter stairs at you daily and it’s a constant reminder of all the “decisions” you need to make therefore making you less productive.  De-clutter your brain so you can have more room to be FOCUSED and creative and not have the sense of overwhelm.
Here’s a quote made by a recent client when we performed the 8-HR Miracle in her office.  “I cannot believe how much more “time” I have now. The work load did not change, my clear attitude changed. I have a system that actually works in keeping everything coming at me manageable.”
• Stop working in your Inbox and try this idea for managing your e-mail and apply the process to all incoming communication
Make one of these decisions with every item that come your way:
• Ditch your email
• Deal with it now
• Delegate it
• Decide what to do with it
Too many e-mails in your inbox right now?
• Start Over
• Move your inbox items over to your archive folder.  Don’t worry you still have all those messages. 
• Use your search option with-in your e-mail to locate all e-mails with that key word
• Then START a new system of folder categories, and follow the above steps

Take control of your postponed decisions.  FOCUS on creating a system for managing your e-mail.  Your productivity level will soar.

The Power of Setting a Timer or an Alarm to Get Things Done!

Posted by Brenda | in Productivity Tips | on 08-09-2009

“The problem in my life and other people’s lives is not the absence of knowing what to do, but the absence of doing it.” Peter Drucker
1)This is a powerful and simple time-management method to focus on your current project or task.
2)Set your alarm or timer at 50 minute increments; take no more than 5-10 minute breaks to maximize memory retention.  Set the timer for another 50 minutes; take a 5-10 minute break.
3)The power comes from actually setting the alarm or timer.  By going through the motions of setting the timer, subconsciously your mind is set in motion and instantly prepares you to start Focusing.  Much like an athlete getting ready to race, but with-out the intensity of winning, but concentrating for the next 50 minutes.
4)Last week I talked about how excessive multi-tasking causes stress, short-term memory loss and it negatively impacts concentration and attentiveness. 
5)Right now I have my timer set as I’m writing and it’s making me focus on my project because my mind is relaxed, it knows that it can Focus for 50 minutes and I get to take a break for 5-10 minutes.   By setting a timer to focus on your project, you slowly start moving away from multi-tasking because you realize how productive you become by giving your project or task some focus time.
6)As with any project or task, create an attainable goal. 
7)Turn off and tune out all productivity distractions i.e.; your e-mail auto notify, the telephone and cell phone.  Do not surf the web. 
8)Turn on your e-mail reply and inform e-mailers that you will be unavailable, leave a detailed message to your callers on your phone of your availability and when they can expect a return call, inform your co-workers ahead of time of your office schedule. 
9)Everyone has a timer or alarm readily available.  You can go online to www.online-stopwatch.com or use your cell phone alarm. 
If you have any other ideas for using an alarm or timer please email me or PLEASE feel free to let me know of any success stories on using a timer to Finally Get Things Done!