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Thursday, March 11, 2010

Business Organizing

On any given workday, business people are inundated with paper or training materials, an influx of e-mails, and piles of snail mail. Under a mountain of files, whether electronic or paper, it’s sometimes a challenge to find that one needed document or e-mail.

In fact, thirty percent of all employees’ time is spent searching for lost documents, according to a 2006 Boston Globe article. As business evolves and people recognize the need for personalized filing systems, tips on how to control e-mail, and better project management skills, professional organizers are sought after more than ever before

In fact, more than 148,000 clients were served nationally by members of the National Association of Professional Organizers (NAPO®) in 2008.

As a professional organizer, and NAPO® member, I work with clients on organizing their businesses and offices and have a few tips that will help to increase productivity


• Infuse color. If traditional paper filing tools are not working for you, it could mean that you need to add color to your system Many office supply companies now offer a variety of paper organizing tools for more creative thinkers, and professional organizers can help figure out what works best for you .

• Tame your desktop. Only keep items you use regularly on top of your desk. Instead of looking at a piece of paper and setting it on your desk, use that time to make a decision about that document and place it in a file, trash can, or recycle bin. You will spend less time looking for papers when you need them if they are in a place that makes sense rather than under a pile on your desktop.

• E-mail filing systems are just as important. Professional organizers can help you create e-mail folders that make sense for your business needs, and can teach you skills to keep important e-mail accessible but under control.

• To-do lists can help with time management. Creating a plan at the beginning of the day makes it easier to prioritize tasks even if other projects pop-up as you go about your day.

Professional organizers suggest making to-do lists at the end of the work day so tasks are accomplished the next morning before new projects are assigned.


Organizational Consulting Services

www.organizationalconsultingservices.com

Monday, March 8, 2010

TWENTY ORGANIZING TIPS

Closets:

1) Stick to the “ one-for-one “ rule. After you buy a new piece of clothing, get rid of one piece. This will save space in your closet and make you think about your purchase knowing that you will have to get rid of something when you get home.

2) Keep like items together. Sweaters, skirts, dresses, pants… Keep like colors together.

3) At least twice a year (maybe the spring and fall) go through your closet and get rid of clothes that you haven’t worn in a while, don’t fit or you are just plain tired of. Remember to donate them to an organization or church group.

Kitchen:

4) Keep a pre-printed grocery list in your kitchen and as you run out of things just check them off on the list and you will never again forget something while you’re in the store.

5) Plan your meals a week ahead of time and make your grocery list at the same time. That way you will have all of the ingredients needed for each meal.

6) Use baskets in your kitchen cabinets for snacks (it takes up less room than keeping them in the original container). For kids put the baskets on a lower level shelf.

7) Use organizing dividers in your drawers to keep your utensils in place.

Office:

8) Only keep essentials on your desk. When you are done working immediately put it back in a drawer.

9) Keep all of your office supplies in one place. Keep like items together.

10) Use some type of divider or baskets to keep your pens, paperclips, staples….. organized.

Paper:

11) When going through your mail automatically throw the “junk” mail into the trash can.

12) File any bills that come in the mail in a “bills to pay” folder for paying at a later date.

13) Set aside a specific day or time every week (or two) to pay bills.

14) Set aside a specific day or time every week to do all of your filing.

15) Have one file for “taxes” and put anything related to taxes (W4’s, financial statements, loan information…) in this file.

Car:

16) Keep a notebook and pen in your glove compartment. Great for notes or if you need to record mileage for business expenses.

17) Keep a few “cloth” bags in your car at all times. Great for grocery shopping (now that everyone is moving away from plastic). Also great to keep the clutter from spreading throughout the entire car.

18) Keep a basic emergency first aid kit in your car. You’ll never know when you need that Band-Aid.

Special Occasions:

19) Buy all of your birthday cards for the year at once. Address them and write the persons birthdate in pencil in the upper right hand corner where the stamp would go. Then put them into a pendaflex folder labeled by month. Near the end of the month look at the next month and pull out the cards that need to be mailed. You will never miss a birthday again.

20) Have a “present” closet or shelf. Keep a supply of basic items such as candles, stationary, games…so that you will always have something on hand if case you need a last minute gift. Stock up on items when there is a sale.


Happy Organizing !


Organizational Consulting Services

http://www.organizationalconsultingservices.com/

Monday, March 1, 2010

COMPUTER and EMAIL ORGANIZING

Getting rid of the clutter on top of your desk doesn’t mean that your office is organized. There is probably “hidden clutter"….in your computer.

Just as you should clean out and de-clutter your desk and office …. you should also de-clutter your computer.

Your “inbox” is probably filled with a ton of mail. Mail that should have been deleted, filed or dealt with a long time ago.

Don’t use your inbox as a “holding” spot for every piece of mail that you get. Don’t use is as a “catch all” or a “library of information”. Your inbox is just a “mailbox”. Use it as such.

You get your regular mail out of the mailbox at your house. So do the same with your “email mailbox”.

First, start by making a list of items that you want / need to keep. For example:
* Mail from my Boss
* Mail from Client “A”
* Mail from Client “B”
* Mail from Vendors
* Mail from Teachers
* Mail from H.R. Dept
* Articles to Read
* Meeting Notes
* Newsletters
* Financial Information
* Letters to Clients

Create a “folder” for each of these categories. Make sure that the name that you give to your folders is descriptive enough so that you know what’s in them. It doesn’t help if you just move things from your Inbox to another folder and then can’t find it when you need it.

When you send email always put something descriptive into the subject line. That way the recipient knows what the email is about and it’s more likely to get read. If you leave the subject line blank it might end up in someone’s Spam or Trash folder.

When you need someone to answer a question or give you some information in an email, ask them to also put something into the subject line. Some email programs allow you to ‘sort’ your email by subjects or they will automatically put your email into an appropriate folder based on who it’s from. Take advantage of the different functions of your email program to sort things in a more organized manner.

Once you have decided on “folders” there are two schools of thought on how to “organize and deal with” your email.

The first says that after you receive the email you should look at the subject line and immediately put it into the “appropriate folder” and deal with it later (at the end of the day or another time set aside for dealing with email).

The other school of thought is that you read the email, deal with it (or delete it) and then file it into the appropriate folder if you want or need to keep it.

Choose a method that works best with how you work and what works best for you.

However, everyone agrees that you should set aside a very specific time to actually read your emails. Whether it’s once a day (for personal email) or two (2) or three (3) times a day for business emails….you should NOT become a SLAVE to your email.

Do not check your email every single time you hear that “you’ve got mail” noise ! This is a waste of your time. For some people that could mean checking their emails 20 – 50 times a day ! Not only are they checking their email, they are also making decisions on what to do with their email or responding to their email. That would also mean that they are not getting anything else done.

By setting up a schedule to check your emails at certain times of the day ….you have the rest of the day to actually do your job. Set aside a specific time (whether it’s 15 minutes or ½ hour) a couple of times a day (morning and afternoon, mid-morning, lunch, mid-afternoon…. whatever works for you) to check and deal with your email.

Another important thing that you should do is to “log out” of your email account after you are done reading it. Do not just “minimize” your email account because you will be tempted to check your email more frequently.

You should also set a schedule (once a month, once every other month, once every six months…) to go through and purge things that you don’t need any longer. This will also free up space on your computer.

Technology is wonderful….if you let it work for you….and don’t become a slave to it.

By being organized and having a set routine you will save yourself a lot of time and will also find that you are a lot more efficient.

Organizational Consulting Services

http://www.organizationalconsultingservices.com/

Thursday, February 25, 2010

Getting Organized at Home Is Easier Than You Think

People today have more space, more stuff, and less time than ever before. But with the luxury of “more” can also come more clutter and more disorganization, making the need for professional organizers greater than ever before. So, it’s not surprising that, according to the industry authority, the National Association of Professional Organizers (NAPO®), the professional organizing industry is booming. More than 148,000 clients were served nationally by NAPO® members in 2008.

Many of NAPO®’s members specialize in niche areas — whether it’s the garage, kitchen, home office, closet, pantry, or any other residential space — great news for the ninety-six percent of people surveyed on behalf of NAPO® in 2008 who said they would save time every day by becoming more organized. Among those, fifteen percent felt they could save more than one hour of time daily if they were more organized at home, giving them an extra 15 days in a year. Many Americans just do not know what to keep and what to toss. With statistics such as these, it is more important than ever to consider ways to get organized and take that step to better living.

Here are a few tips to help you to save time and money and reduce stress:

• Make the garage work for you. Determine how you wish to use the space.

• Sort, purge, and then decide the proper storage containers or fixtures for the treasures that you must.
*** Clearly label both the tops and the sides of the containers.

• Consider floor-to-ceiling possibilities for shelving, racks, stackable drawers, hooks, and pegboards.

• Go through your closet today. Pull out everything you haven’t worn in the last year.
*** Hang like items together.

• In the kitchen:
*** Things that work together should be stored together.
*** Feel the flow of activity in your kitchen.
*** Place glasses near the sink or the refrigerator.
*** Put snacks in a convenient drawer or cupboard.

Member of the National Association of Professional Organizers (NAPO®).

Organizational Consulting Services

http://www.organizationalconsultingservices.com/

Monday, February 22, 2010

LOOKING AHEAD – AGING – DISABILITIES AND HOME DESIGN

Most people don’t want to think about getting older and all that it entails. They never want to believe that they might end up having to use a walker or possibly being in a wheelchair. That happens to “other” people. People who aren’t healthy and who don’t maintain an active lifestyle.

And when they least expect it….an accident or illness sets in and their world comes crashing down around them.

It doesn’t even have to be an illness that creates problems. Just the fact that as you age your needs and what you are able to do…change. That’s not an easy word for people to accept. And most people don’t want to look ahead…because that means acknowledging the fact that they will get old.

But if you look ahead and plan for the future….even at the young age 40 or 50….when you are planning on buying a new house….you will save yourself a lot of money and the headache of having to “re-design” your living space to accomodate your changing needs, when you are in your 60’s and 70’s.

Simple changes like the styles of doorknobs and faucet handles can impact your ability to be self sufficient. As you age it gets harder to turn “round” doorknobs and faucet handles. By simply using “lever” style door handles and “single” faucet handles you have eliminated one major, yet little thought about problem as you age. A simple “style” change that can make your life so much easier.

Some other things to think about:

Hallways: the width of your hallways is crucial. By having hallways that are wider you will be able to accommodate a wheelchair or walker should you need one.

Also, wider doorways of at least 32 “. If the chair needs to turn then you will need 36 “.

Kitchen: if someone is in a wheelchair there needs to be enough floor clearance of at least 60 “ so that a wheelchair can turn around without bumping into anything.

The counter space needs to be at least 30 “ wide and at least a 27 “ clearance (30” – 32” is preferred), and 19 “ deep.

Bathroom: the ADA (Americans with Disabilities Act) says that the wheelchair access in the shower needs to beat a least 36 “ by 36 “. The curb cannot be more than ½ in.

You can have a walk-in shower and bench if you are able to stand for short periods. There are roll-in showers that have shower seats. Be sure to have support handles that can take the full weight of a person.

The shower controls also need to be low enough so that a person in a wheelchair or a person that is sitting in a shower seat can reach them.

The height of the sink needs to be lower.

The toilet needs to be raised, they are too low for a person in a wheelchair. And a grab bar needs to be next to the toilet.

The medicine cabinet should not be too high from the floor. No more than 44” is suggested.

Miscellaneous items:

Carpeting – not recommended. It makes it hard for wheelchairs to get around

Light switches – the height of the light switches should be low enough for a person in a wheelchair

Closets – the rods for the hangers should be lowered to a level that a person in a wheelchair can reach.

Stairs – a ranch style house (all on one level) works best as you age, but you can also do things in the future such as install a chair lift if you have a multi-level house

Laundry room - putting it on the main floor means that you won’t have to go down into the basement


This article was meant to make you “think” about the future…It was not meant to be “expert” advice. For more information on how to make your home “age / disability” ready…check out the ADA or other expert websites.

Planning for the future doesn’t mean that you are doomed to “need” all of the above changes. And making some of the changes mentioned doesn’t mean that your house has to “look” like you are “old and disabled”.

By being organized ahead of time….by planning for your future….you are taking a proactive approach to your life.


Organizational Consulting Services

http://www.organizationalconsultingservices.com/

Monday, February 15, 2010

WHY PEOPLE DON’T ORGANIZE

People have asked me “Why do people hire you to organize their home? Can’t they just do it themselves?”.

The simple answer is “NO, they can’t”.

But there is nothing simple about the “real” answer.

It’s sort of like asking “why do people hire someone to mow their grass?”. The answer, “because they don’t have the time”. Or “because they don’t like yard work”. Or simply “because they don’t want to do it themselves”.

Yes, a lot of people are “capable” of “organizing” their own home. But they need someone to stand over them to direct them and to make them do it. They tend to second guess themselves and really need an outsider’s opinion and direction.

People that have a disorganized workspace or home are not less educated, in fact a lot of people with disorganized spaces and clutter are actually very bright and highly educated. And that’s part of the problem. They think that the task of “organizing” is “boring” and they can’t stay focused long enough to get anything accomplished.

Some people just get overwhelmed when they try to start organizing a space. Instead of focusing on one aspect at a time they look at the entire room and just see one big mess and start hyperventilating. Then they just throw up their hands and call it a day.

A professional organizers job is to get the client to focus on one aspect at a time and go through a “process”. They need to keep the client on track to get the job done.

Some people were just never taught any organizational skills when they were younger.

Some people just let things go too long and the clutter got out of control and they know that the project is too big for them to handle.

A lot of people think that being “organized” is too time consuming. They don’t understand that once you are “organized” you will actually save a lot of time because you will be able to find things easily. Maintaining an organized space is also a lot less time consuming because you aren’t spending a lot of time thinking about how you are going to organize the space, it’s already organized. You are merely putting things into designated spaces.

When you have an entire family that is disorganized it is really important that everyone is on the same page if you are going to get your space de-cluttered and organized. If your family won’t cooperate with your plan to organize your home it’s almost impossible to have an organized home. Another reason why people tend to throw in the towel. “Why bother, they are just going to mess it up anyway”.

It is crucial that the entire family is on board with the organizing plan. A professional organizer can transform a space…but if the family isn’t on board with the idea, the space will just go back to the cluttered mess that it was before the organizer got there.

A Professional Organizer does more than just de-clutter and organize a space. They also educate the client (and the entire family) on why a space should be organized. On how to organize a space. On how being organized saves you time and money. And on how “being organized” is a crucial lesson that will stay with them the rest of their lives and will be something they use in all aspects of their life.

Being “organized” isn’t only about space management and clutter control. It’s about time management, paper management, project management and life management.

Organization affects all aspects of your life.

Start today and have a more “organized” life.


Organizational Consulting Services

http://www.organizationalconsultingservices.com/

Monday, February 8, 2010

CHORES FOR CHILDREN

An organized home doesn’t miraculously happen. It takes everyone in the home to create an environment that is organized and functions smoothly. Having kids doesn’t mean that your home has to be disorganized or a cluttered mess. Children learn from their parents. If you start expecting things from your children at a young age and teach them responsibility you can have a home that is neat and organized.

Following is a list of chores for children. This is just a basic list of some things that children should be able to help with. Remember, each child is different and they all have different capabilities. For the younger children “helping” with some of these chores will probably take more time than if you did them yourself. But that is not the point. The point is to teach your child some valuable tools for the future. It is really important to give them encouragement and let them know that they did a good job.

2 – 4 year olds

Put away toys
Pick up clothes off of the floor

4 – 6 year olds

Clean up spills
Wipe kitchen table
Learn to make bed
Learn to set the table
Match socks

6– 8 year olds

Make the bed
Put dishes away
Sweep the floors
Put clothes into the hamper
Set the table
Clear the table
Learn to separate clothes for the laundry
Dust

8 – 12 year olds

Put their own laundry away
Help make dinner
Make their own lunches
Rake leaves
Help wash the car
Empty garbage
Clean the bathroom
Help with actually doing the laundry
Weed the garden

13 – 15 year olds

Clean the entire house
Learn to manage their schedule
Mow the lawn
Yard work
Wash the car on their own
Babysit

16 – 18 year olds

Get an after school job
Go to the grocery store
Run errands as needed
Learn how to make a resume
Learn how to manage money


Organizational Consulting Services

http://www.organizationalconsultingservices.com/