ORGANIZING YOUR OFFICE MOVE

Congratulations, your company is growing and you are moving into a bigger office space. It’s an exciting time.

Business has not been good and you need to downsize to a smaller space. It’s happening everywhere.

Your lease is up and your landlord has decided not to renew your lease so you need to find new space.

It doesn’t matter what the reason is…. a business move brings with it a lot of details that you don’t have to deal with in a house move.

For companies that are open 24 / 7 and have clients that need their attention it becomes even more complicated.

Having a very organized “moving plan” is crucial in making the transition as painless as possible. Plan ahead and send a letter to your clients and customers with your new address and contact information. Have new literature and business cards printed with your new information (or print new address labels).

When I moved my first company to a larger office space I had every detail worked out. As always, nothing in my life ever goes as planned. I woke up on the morning of the move covered in hives from head to toe! I had no idea what was happening to me but I was expecting the carpet installers, the phone company, the electrician, the computer people, the movers and my staff…..so I wore a turtleneck and covered up and met the movers at my old office and didn’t say a word about my “unexpected dilemma”.

Prior to moving day and to make the move go smoothly I had everyone first clear out their desks and offices of anything that was not crucial and had them purge as much as possible. I then assigned everyone a color and had them put colored dots on their computers, phones, files, desks, chairs and anything else in their office.

When the movers came to the new office space there were colored dots on the office doors and they were easily able to figure out where everything went. One person was assigned to answer the phones while everyone else set up their offices.

By noon the entire office was in place, the phones and computers were connected and my staff could continue with business as usual. I then went across the street to see the doctor to find out that I had an allergic reaction to some antibiotics. No one ever knew and the move was painless for everyone else.

By planning ahead you reduce the stress on moving day. Not everyone has the luxury of shutting down their business for a day or two so that they can move. Have a backup plan for everything because something will go wrong. But by being prepared for the worst you can be pleasantly surprised by how smoothly a move can go.

Enjoy your new space !

Organizational Consulting Services

www.organizationalconsultingservices.com

Happy Valentines Day !

Wishing You A Happy Valentines Day !

Time – What’s Yours Worth

Time….something that most people don’t have enough of. Something that most people waste.

How do you waste your time you might ask? By doing things such as surfing the net for useless information instead of writing the report that is due for work or school.

Or by flipping channels all night long because there is nothing on T.V. instead of cleaning out the basement like your spouse asked you to.

Or by spending four hours trying to do a plumbing project that would have taken a plumber only an hour to do.

We waste time because we don’t want to do something. We don’t want to start a project that we know is going to take a long time or that is going to be boring.

We waste time because we don’t want to spend the money to hire an expert because we think we can do it ourselves. Some people might be able to do their own plumbing. Most of us can’t. So why waste the four hours doing something that we really are not qualified to do, only to have to call a plumber and pay him anyway?

But let’s say that you really are qualified to do your own plumbing, but you just don’t have the time to do it. Isn’t it more cost effective to call in an expert and get it done then to wait and possible create a bigger problem later? Which of course will cost you more money.

What is your time worth? Sometimes it’s worth it to spend the money to hire other people to help you with your projects that you just don’t have the time to do so that they get done.

As you get older you realize that time is something precious. It goes by too quickly.

So instead of trying to fit too many things into your life, either cut back on some things or pay other people to do them for you. Pay someone to cut your lawn so that you have time to spend with your family.

Don’t waste time doing useless things like flipping channels on the T.V. when you should be working on cleaning out your basement. Do it. Get it done. Your spouse will appreciate it.

Think about all of the things that you have to do in a day and plan out your day and your route to make the best use of your time so that you are not backtracking and wasting time, gas and wear and tear on your car.

Time…. Learn to manage it….. Don’t let it manage you.

Organizational Consulting Services

www.organizationalconsultingservices.com

ORGANIZE YOUR FINANCES

Organizing your financial information is a crucial part of every household. Unfortunately it’s one thing that most people just don’t do.

It’s time consuming. It takes a lot of thought. It’s very personal and emotional. It’s a reality check that most people don’t want to think about.

But you can’t just leave your finances to chance. Well, at least you shouldn’t. Running a household is not much different than running a business.

Having an organized system in place helps things run smoothly.

Let’s start with your space. You need to pick a place that is going to be command central. Whether you have an office in your home, a desk in a corner or the kitchen table… it doesn’t matter. Just pick a place and make that your command center.

If you don’t have a separate office space you still need to have files. You can have a file cabinet or a file drawer or a file basket….it doesn’t matter as long as you have files for all of our finances (bills, receipts, tax related information…).

You need to come up with a system and a plan that works for you. Decide what that is and stick to it. It could be that you set aside a certain day each week to pay your bills and go through your finances or an hour a week or every other week. Whatever works for you ….that you will stick with. That’s what’s important.

Some simple tips for dealing with bills:

• Go through your mail each day and put all of your bills in one spot (a basket, a folder…).
• Record the date due on the outside of the envelope when the bill arrives.
• On the day that you decide is finance day, go through your bills and pay each one.
• You can pay your bills by: Check Pay Online Automatic payments
• Record your payments (in a check register, a spreadsheet, accounting software….).
• Decide when the payments will be sent out. You can put the “mail on” date on the envelope in pencil. Put a stamp on it and mail it.
• File copies of the bill with payment info.

By coming up with a system that works for you there will be less of a chance of missing a payment and getting hit with late fees. Whatever system you decide to use, the important part is that you have a system and you stick with it.

Organizational Consulting Services

http://www.organizationalconsultingservices.com/

MONEY, MONEY, MONEY

Being organized is not only about having an uncluttered and orderly space. It’s about having an organized life and about having less stress in your life.

By having “a place for everything and everything in its place” you are saving time and money. I’ve said that numerous times before. And it’s true.

What I’ve found is that a lot of people think that money grows on trees. Because I seem to find it wherever I go. Not only do I encounter a lot of loose change all over the house, the floors, counters, couches and everywhere else I also find $5, $10, $20 bills in piles everywhere and on the floors. And I seem to be the only person that notices this. But it all adds up! Even the dimes and quarters add up to a lot of money. Once I had a client make fun of me for handing them the dimes and quarters that I found throughout the house. But I found at least $20 in just a couple of hours. That’s not peanuts. It pales in comparison to another client where I literally found over $200 in change and small bills on the floors throughout the house.

I guess it must be nice not to have to worry about money and to just walk over it and not care. But not everyone has that luxury.

Another example of wasting money is by not having a system in place for your bills and then accruing finance charges and ruining your credit rating because you don’t pay your bills on time. And the number one reason is because the bills are just thrown in a pile somewhere and then just overlooked. Or accidentally thrown out and forgotten.

Disorganization costs you money. A professional organizer can help save you money by showing you how to make some minor adjustments in how you do things. Some people can benefit by using a life coach to teach them skills that they don’t have. Stop throwing away your money. Get organized.

Organizational Consulting Services

www.organizationalconsultingservices.com

YOUR BUSINESS + A CRISIS: ARE YOU PREPARED ?

People don’t like to think about emergencies. Not in their personal lives and certainly not in business. But as a small business owner you can’t just stick your head in the sand.

If you own a small business (in terms of people, not sales) it is imperative that you are prepared for all emergencies.

Let’s start with thinking about you as the business owner. If something happened to you or a member of your family and you could not be involved in your business for a few days, weeks or months…. could the business survive without you? Do you have someone in place that can run things or take charge while your gone?

You may be the healthiest person on the planet….but a car accident or a medical crisis with a family member can have your spiraling out of control and the last thing that you are going to be thinking about is your business.

Do you have a back up plan?

Do you have a manager or key employee that can handle things while you are gone?

Do you have an operations manual? Do you have anything documented? Those are a lot of things to think about. And unfortunately I have seen too many businesses where there is no documentation of any kind.

Now let’s say that you are just fine but that your key employee leaves. Can your business survive? Have you given one employee too much power that if they left they can cripple your business?

Do you have job descriptions for all of your employees? Including yourself?

Is everyone trained in everyone else’s job?

Let’s go one step further. What if your building burns down? I’m just saying…..

Do you have everything documented and taken OFF SITE ???? Do you have backups of your backups? Have you tested your backup system lately? Have you tried re-storing your backup tapes to be sure they work?

As the old saying goes “been there…done that…”. Yes, my backup tapes said they were “just fine”. They weren’t. And then came the crash. Of course it was two weeks before the end of the year when I usually run every single report with data from January through December. Two more weeks and I would have been fine. But I wasn’t. And it couldn’t have come at a worse time.

Are you starting to get a bit nervous because you don’t have a backup plan and I’ve made you think about things that you never wanted to think about?

Don’t stick your head in the sand. Accidents happen. Emergencies happen. Loyal long time employees leave you hanging. Stuff happens.

Be prepared. Get your business organized. Start today.

Organizational Consulting Services

http://www.organizationalconsultingservices.com/

JANUARY = GET ORGANIZED MONTH

As a Professional Organizer and a member of NAPO (National Association of Professional Organizers) January has been designated as " GET ORGANIZED " month.

So take this time to sit down and come up with a list of things that you would like to get organized. In your home, your business or your life.

Break it down into smaller, more manageable projects. Plan it out, put it on your calendar and start on your way to a more organized life. One small project at a time. It took you a while to get disorganized, it will take you a while to get organized.

If you have any organizing questions that you would like to ask... now is the perfect time.

Or if you have a great organizing idea that you would like to share.....we would love to hear from you.

Send your questions / ideas to: kefconsulting@gmail.com with "organizing question" in the subject line and we will post your questions with our answers in a future article.

Organizational Consulting Services