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Entries Tagged 'Office, Paper & Productivity' ↓
What can you take off of your “To Do List” plate? Look high, look low, dig deep, soul search, do whatever ya gotta do to find tasks that can be passed off. Pretend like you’re in a race and you’re passing on the baton. Go, go, go!
BUT before you even go there with delegation, start with elimination. What tasks can you eliminate that really don’t benefit you, your business or your office and that really aren’t worth anyone’s time & energy? Sometimes we just fall into a habit of doing something and sticking with it even though there aren’t enough benefits to warrant it. Is twitter good for your business or a time suck? Do you really need to overhaul your brochure again? Do you need to blog 7 times a week or will 3 times be sufficient?
Eliminating tasks will take them completely off of everyone’s plate and open up more time and energy for tasks that truly are beneficial and meet your criteria as must do’s in your business or office.
Then next step is to look at which tasks can be delegated to someone else to get them off of your plate and allow you to focus your time and energy where your talents lie. In my business I use a virtual assistant for all of my website updates, many times they only take 30 minutes or less. If I had to learn how to get in the backside of my website, I can’t imagine how long it would take me and ick, I don’t want to know how. Currently I’m working with a printer to have custom notecards made for my business, they are tweaking and changing and making them prettier than I would. I have someone prepare my taxes and I have an IT guy to fix my computer owies.
Remember to delegate tasks to someone who can do the task at least as well as you can or who can do them even better than you can. It’s OK to let them go. You are not expected to be good at every task that comes your way, you’ve got your own strength-so keep working those muscles!
Tags: DIY organization, Home Organization, Home Organization Blog, productivity
Have you ever heard of Parkinson’s Law? To summarize, Parkinson’s Law says we will use the amount of time we are given (or give ourselves) to complete a given task. Have you ever been without a specific deadline on a project and dawdled around? Have you ever felt like you are more productive when you actually have more to do and put your nose to the grindstone? I know I have done both. It seems like if I have office time without clear goals and deadlines, I can twitter away (literally) way too much time and still feel like I didn’t get all that much done. Then there are other days when I know I need to work quickly before a meting, a client or to have a free weekend and I just knock shtuff out left & right.
A great tool I have recently discovered to light a fire under my arse is a free tool-yeah for free tools! E.ggtimer.com provides a free online timer, just set the time, get to work and be sure to beat the clock! Only want to spend 10 minutes on twitter? Set the clock. Want to check your email in 30 minute batches? Set the clock.
It’s amazing how something so simple can make a difference. But isn’t it great that it doesn’t have to be complicated? Simple is smart!
Tags: DIY organization, email, Home Organization, Home Organization Blog, Parkinson's Law, productivity, time management, twitter
WOW, what an awesome feeling! Yesterday I was on quite the kick organizing my already organized office. I already have systems in place, I have labeled files and drawer dividers, I have a label maker and I have extra shelves in my office closet for supplies. But, yesterday I went on a rampage and no paper clip was left unturned, no envelope left untouched.
I was in the “mood,” I was in the “zone,” and I was re-evaluating everything I have in my office. So, it went a little something like this:
- I consolidated supplies like notecards & envelopes and even got rid of my “least favorite” pens (they can live in the kitchen).
- I used up specialty paper by creating marketing materials with them.
- I got rid of resource books I no longer want, craft organizing-eck.
- I went through my files and was brutal about getting rid of class material I no longer plan on presenting as well as marketing materials I’m not going to use.
- I re-organized some of my business files so files I access more often are at the front instead of in alphabetical order. A little unorthodox for me, but they are labeled so I know if will be more efficient for me in the long-run.
- Best yet, the delete button was my best friend for computer files! List of auction items that I donated that are expired-Deleted! List of books I was going to read someday-Deleted! A file full of teleclasses I was going to listen to someday-DELETED!!
I do practice what I preach and let me tell you, it feels great. I want to simplify, I want to streamline, I want to feel lighter and not feel guilty about the stuff I haven’t gotten done: I deleted it-oh hell ya! I want to use the time that I save for things I want to do, which includes fun!
Don’t forget to delete today! 
Tags: DIY organization, Home Organization, Home Organization Blog, office organizing
Procrastinating over work projects can get the best of us and be a source of stress in itself. And why is it that it’s usually our most important tasks that we tend to procrastinate over? These are often the tasks that can bring us closer to our business or financial goals such as completing an important project, creating a product, invoicing to bring in more money or making phone calls to bring in more business. A task that we’re not looking forward can be daunting as it seems to grow into a monster before our very eyes.
Procrastination gets me too, so I thought I would share 3 ways I beat procrastination in my office to give you a few easy ideas!
Tip #1: Turn on the tunes.
I am a big one for music to get and keep me going, whether it’s Beastie Boys or the White Stripes, music makes everything better.
Tip #2: Turn on the timer.
I am really finding that the old timer trick from my kid’s younger years works for me too! Setting a timer to keep me on track really works. There’s theory that we will take as much time as we allow ourselves for a task. If you give yourself 2 hours, you will probably take 2 hours. If you push yourself with a timer and give yourself 90 minutes, chances are great that you’ll get it done in 90 minutes. When I have a timer going it keeps me from getting sidetracked checking facebook or my email.
Tip #3: Take it down a notch.
Instead of looking at one giant task, I prefer to break it down with a list. Instead of “writing a report” a broken down list may look like this.
1) Come up with a report topic.
2) Brainstorm 10 tips.
3) Add details to 10 tips.
4) Add photos to report.
5) Publish report.
You get the picture!
What really amazes me is how frequently the tasks that I have procrastinated on end up not even taking that long and turn out to not really even be that bad. Sometimes it’s more in our own heads that anything!
So, turn up your music today and get ‘er done!
Tags: beat procrastination, DIY organization, Home Organization, Home Organization Blog, office organization
File Cabinet from Storables
I see a lot of things when it comes to papers shoved into file cabinets and it isn’t always so good, that’s why I’m there to help. The good new is, I know that you CAN turn file cabinets from frightful to fantastic and it’s not even hard or painful!
Here are your 6 “Must-Haves” to create proper files so you can find your papers again!
- A good, sturdy file cabinet with enough drawers to support the volume of paper that you are keeping.
- A shredder to get rid of all those old papers that you choose to purge.
- Hanging file folders in a color that is appealing to you, it’s OK to feel happy when you open the drawers dazzled by the beauty!
- Center position manila folders so all of your folders inside your hanging file folders are in alignment. Here is the link to order them from Staples.
- 3.5″ clear tabs so you have more room for labeling your files, those itty bitty ones that come with the hanging folders are so small.
- A label maker so you can create clear, professional, readable labels-I love them! Nothing says, “I put some effort into this.” like a printed label.
Label Maker from Staples
Look at those lovely files-awwwwww! If you are thinking about organizing your papers, you can read more here about the 5 warning signs that your paper is out of control. I’d love to hear from you about what you are currently working on!
Tags: 6 "Must-Haves" to Create Proper Files, center position manila folders, DIY organization, file cabinet, files, Home Organization, Home Organization Blog, label maker, paper organizing, Staples, Storables
There are some papers that are fine stored in a file cabinet. There are some papers that are fine stored in cardboard banker’s boxes. And then there are some papers that really should go into lock down. Lock it down! I would suggest either a fireproof safe, something you can easily purchase at Target, or a safe deposit box at the bank. The fireproof safe at home will make your important documents available to you 24/7. The fireproof safe is also more vulnerable to theft, although you can usually bolt them into the floor.
So, what should you keep in a safe deposit box or fireproof safe? According to the Greater Seattle ARMA International website, these are 12 papers you must have in a safe deposit box:
- Birth Certificates
- Citizenship Papers
- Marriage Certificates
- Adoption Papers
- Divorce Decrees
- Wills
- Death Certificates
- Deeds
- Titles to Automobiles
- Household Inventory (including pictures)
- Veteran’s Papers
- Bonds and Stock Certificates
Important Contracts
The great thing about setting up your safe deposit box or or fireproof safe, is once it’s done, it’s done! There’s not much more you need to do unless you have something to update or replace from time to time. Keep important papers right where they need to be, safe and under lock and key. For more paper organizing tips, please read more right here.
Tags: 12 Papers You Must Have in a Safe Deposit Box, DIY organization, fireproof safe, Greater Seattle ARMA International, Home Organization, Home Organization Blog, office organization, paper organizing tips, safe deposit box, Target
Paper can be a real party pooper! Paper comes into our homes non-stop and it’s main crime is being an overwhelming source for piles. If you’re already feeling the affects of suffering from paper pain, evaluate how bad it is with these 5 signs that your paper is out of control:
Sign #1: You have to dig through piles to find what you need. Now if you are one of those rare people who know right where it is in the pile, than maybe you’re doing OK. But if it’s causing stress, it’s time to fix it.
Sign #2: You can’t find what you need quickly. Time is money and time is valuable. If you’re wasting time looking for papers you need, then you are taking time away from another activity, whether it be work-related or time for relaxation.
Sign #3: Your paper is causing stress. When you can’t find papers that you need right away, it can sure bring on a big dose of stress. Especially if that paper is associated with a deadline, a due date, taxes or has monetary stakes.
Sign #4: You aren’t paying your bills on time. If you can’t find your bills to pay them on time, the bummer is, this is gonna cost you in late fees and could affect your credit as well. Might as well throw on a dose of stress too thinking about bill collectors calling.
Sign #5: You clear your flat surfaces of paper by dumping them into a box or bag. The table or counter is covered with paper, company is on the way over, so you sweep all your paper into a box or bag to “deal with later.” Only, the papers sit there untouched, causing stress because you know you should be going through the boxes, but now you’re just trying to deal tread water with the new paper that’s coming in.
If you see yourself in any, or all, of these warning signs, then I encourage you to read my previous post on 5 smart ways to organize paper piles.
Tags: 5 smart ways to organize paper piles, DIY organization, home, Home Organization, Home Organization Blog, paper organizing, paper piles, Warning: 5 Signs that Your Paper is Out of Control
How much time do you spend in your office-either business or home office? I bet it’s a safe bet for me to guess a lot, or maybe even a lot a lot. I know my office chair gets a hefty workout every day! Waaaa-I need to lose weight! Since we spend so much time at our desks in our offices, I think we should make sure we feel great when we are there!
Here are 7 simple ways to make your office awesome while you get important things done!
Tip #1: Make sure you have a comfortable chair so your bum is feelin’ alright!
Tip #2: Be sure to purchase the appropriate size desk so you have room to work and spread out a bit. Don’t be cramping yourself into a corner.
Tip #3: Mood lighting anyone? You may want two types of lighting at your disposal. One light that’s nice and bright so you can see what you’re doing and another light that’s soft and warm to make the room cozy if you are doing work that’s not strenuous on the eyes or if it’s facebook time.
Tip #4: Use color in your office. I can’t imagine working surrounded by construction grade cream paint. Be sure to think about how you want to feel in your office before you incorporate color. Do you want to feel calm, productive or energized? If you don’t know how to go about choosing your paint, invest in a little bit of time with an interior designer who specializes in paint color.
More tips available right here for adding color in your office.
Tip #5: Treat yourself to flowers, nothing says “happy lady” like a bright bouquet of flowers!
Tip #6: Light a candle if you’re allowed. If not, consider a battery operated candle. I love the warm glow and scent of a candle while I work. Especially since my daughter’s sweet, girlie rats now live in my office! Hey, they keep me company…
Tip #7: Enjoy a display of personal photos but keep them from turning into clutter, a little bitta photos goes a long way.
Choose one or all of these tips to incorporate some awesomeness in your own office! I’d love to hear what’s already working for you while you work!
Tags: 7 Simple ways to make your office awesome, color in your office, DIY organization, Home Organization, Home Organization Blog, interior designer, office, office organization, Tips
Do you struggle with paper piles? Are you wasting time digging through piles & stacks all over your desk and maybe even on your floor to find the papers you need? Dig no more! Follow these easy tips to organize your paper piles once and for all!
Paper Organizing Tip #1: If you MUST pile it, separate your piles and use stacking trays. Instead of one big pile, label trays so you can zero in on the type of work you need to work on quickly and still feel like you can “see” your paper. Examples of labels: Invoices, Applications, Clients to Call, Paper to File, To Read, etc.
Paper Organizing Tip #2: Get rid of junk ASAP! Do your best to make quick decisions on what to “let go right from the get go.” Inserts, junk mail, catalogs, flyers you won’t read, receipts that don’t need to be saved, whatever you deem “junk,” let it go so you don’t have to look at or touch it again.
Paper Organizing Tip #3: Go vertical. There’s a saying that “horizontal is hidden and vertical is visual.” Use step sorters or file boxes to separate your piles and put your action papers at your fingertips where you can see them.
Paper Organizing Tip #4: Label, label, label. Invest in a $30 label maker and label your stacking trays, file box or step sorter folders so you can clearly see what you have before you. Separating your papers and labeling the place where they are stored will take the guesswork out of what you have before you. When you are ready to sit down and work, you can zero right in on what you want to work on quickly without digging and searching for your work first.
Label Maker from Staples
Paper Organizing Tip #5: Scan where appropriate. If you have papers that can be scanned for future reading, as a reference or as a resource, it’s a great option to get it off your desk but still be accessible and printable if needed!
Follow these easy tips to create calm where there’s chaos. For tips on setting up an action system, please continue reading right here!
Tags: action system, DIY organization, file boxes, home, Home Organization, Home Organization Blog, office organization, organize, organize paper piles, paper organizing tips, paper piles, stacking trays, step sorters
Meetings, meetings, meetings-board meetings, PTA meetings, meetings at work, coffee meetings… Got something to say, why, surely call a meeting. Or not. Sometimes you really can get away with another form of communication that is much faster such as email or a phone call to a targeted person. But there are definitely times a face-to-face is beneficial and so we call a meeting. If a meeting must happen, then follow these 3 tips to organize terrific meetings:
Meeting Tip #1: Make sure you have everything you need to make your meeting run smoothly. Do you have an agenda? Do you have key decision makers present? Do you have notes, supplies, statistics & examples ready? Do you have all of the information that you need at your disposal to make quick decisions?
Meeting Tip #2: Make sure conducting a meeting is an activity that is in the best interest of your group or company. Meetings take time and time is money honey. Is this meeting a critical activity that will help you reach your goals, increase your bottom line and improve your financial picture?
Meeting Tip #3: Make sure everyone leaves the meeting with a clear action plan. First know what your goals are when you start the meeting. By the end of the meeting, make sure everyone knows how the goals will be met and who is going to meet them and how. Make sure everyone walks away with a game plan, make sure they know what tasks they are responsible for with due dates and an accountability plan. By the next meeting, everyone should be able to report where they are in the process clearly.
For 5 tips to Organize Effective Meetings, please read my previous post. I’d love to hear your meeting successes as well!
Tags: DIY organization, home, Home Organization, Home Organization Blog, meetings, office organization and productivity, organize
