High-value habits require very little effort for significant results. Perhaps one of the best examples of this is planning a day’s work the night before.  Sean D’Souza of Psychotactics summed it up brilliantly (I must say) in his blog post Three Minutes That Save Three Hours.

Also, storing frequently used items on the side of your dominant hand. This makes retrieval instant and replacement convenient = far more likely to occur.  This is a high-value organization habit, believe it or not.

Here are some prize habits you can take on right now:

• Determine each day’s priorities the night before. (5 minutes)
• Review the day’s plan first thing. (5 minutes)
• Call instead of emailing for complicated questions. (5-10 minutes)
• Leave detailed messages to avoid phone or email tag. (30-60 seconds)
• Keep personal and work emails in separate accounts.
• Take frequent breaks from computer and phone work to relax and stretch. (5 minutes several times)

The good news: The best productivity solutions consist of simple habits that could save you hours every week of work (or aimless procrastination).

The bad news: You’ll have to get used to less clutter, rushing around, stress and fatigue.  But, I think you can handle that!

“I bet this is the worst mess you’ve ever seen”, you say. “Not by far”, I say, and close the subject.

But then, what do I think when I enter an office (or an entire building) full of clutter?  In-boxes filled with hundreds of unread emails? Months and months of unopened office mail?

Or,when I meet a talented professional who’s disorganization is hurting his or her career?

In most cases, these thoughts come  to mind:

1. Your are under a lot of stress. It is eating away at your career and your happiness.
2. I am really glad you called me.  Your struggle is my strength. I can help!
3. What can I do to make a big positive difference as quickly as possible?

I have met many people who experience their disorganization as a personal failure.  They operate under the assumption that because they are great at many things, they ought to be naturally great at staying organized.

Of course, this doesn’t make any more sense than a surgeon feeling incompetent because she can’t do her own car repairs (or whatever).   This kind of thinking comes from a place in us that wants to be naturally good at simple life-skills. Unfortunately, as demonstrated by the multi-billion dollar market for productivity products and services, it’s not always as simple as we’d like.

Call an accountant for the books, and lawyer for the contracts, and a professional organizer to boost company productivity.  It’s an investment you’ll be happy you made!  And I’m proud of you that you made it.

Here are the three killer questions I ask clients to help them take action against clutter:

Do you need it?

In this category fall the many types of document a business is required to keep for a limited period of time, and some not at all.  Digital files are now acceptable in many instances, which allows you to move the originals off-site, or even destroy them (WHAT?!).  Also in this category are some types of statements and invoices.

Ask a CPA or visit www.irs.gov for the latest on document retention requirements and recommendations for your type of business.

Do you use it?

What’s cool about hoarding office supplies? Clear out the eight-pack of sticky-notes and staple refills, and you’ll have a drawer in which to put items you need to have accessible.  What to trash? Among other things, obsolete manuals and technology, and any memento that does not give you actual pleasure. Don’t walk, but run to dispose of mementos (your own property!) that make you feel badly about yourself, your career or your company.

Could you get it easily somewhere else?

The most obvious example of this is telephone company directories.  Through my experience, I am led to believe that people may think they are required to keep these, like users’ manuals.  I don’t wonder more than my clients why, oh why, do we keep heaps of virtually useless paper? If there is one thing you can get easily in this day and age, it’s a phone number.  Even if it’s not listed, you can ask a colleague or call information.

Stop unwanted directories at www.yellowpagesgoesgreen.org.

Organizing is to productivity as the heart is to the body: a driving force when efficiently maintained, or a source of anxiety and pain when neglected.  Be that what it is, a person isn’t a just a heart.  There is a system of organs, muscles and bones that make vital contributions to a person’s sickness or health.

A good professional organizer looks at the organizing project as part of a whole system, including other areas, tasks, people, and dynamics.

Without knowing this, it’s understandable why clients ask organizers for a quick fix – grant it, sometimes that’s all it takes.  Now that you’re in on the big secret, you understand why I’d ask questions such as:

• how far back do the files date
• what types of files you’re keeping
• how and why they come to you
• how and why you save them
• for how long you should save them
• how many other people use the system, for what and why
• and much more..

I recommend ignoring those details if you are never going to need the files again. Let’s say you want to bury or burn them (not likely, I’m guessing).  Then for sure, don’t waste your time on details.

If you want to grow a well-maintained system with long-lasting results, just like in the human body, success is in the way the details work together efficiently. To stay alive and well, it just makes sense to take care of the entire system, not just the area with the symptoms.

Be well and be productive!

This ability to stay above the emotion allows me to give clients a fresh, empowering perspective.  One that only comes from the outside in.  Many people can not do this on their own when under stress.

Many of my clients are not naturally disorganized or scattered people.   They can feel in charge of their lives, and manage their time and space with intention.  However, it’s an understatement to say they are “busy”.  Some live like a circus contortionist, spinning 10 plates on sticks while riding a bicycle backwards on a tightrope. Raise your hand if you can related to that feeling.

The piles of papers and unopened mail, the missed appointments and botched deadlines, the disappointment and the embarrassment. It weighs on you, and makes you want to just close the office door and work somewhere else.

Now, I can empathize with your feelings as a caring person should, but:

• I haven’t been living with your situation for weeks, months or years.
• I don’t feel guilty, embarrassed, or daunted by it.
• Nothing unpleasant has happened to me because of it.
• I haven’t tried and failed already many times to fix it.
• I’m not at my wit’s end.

Take the stress out of the mess by bringing in someone who isn’t bothered by it.

Have an outstanding day!

Less is More

Translated: Choose organizing systems that require as few steps as possible from start to finish.  It doesn’t really matter how attractive it is (read: elaborate color coded filing systems) or how wonderful the professional organizer (who LOVES to organize, mind you) on tv says the systems is.

 For example: It is probably not necessary to file all your bills by year and type, in pretty color-coded hanging files in the file cabinet.  This requires you to sort bills, place them individually in the files, and maintain the filing system year after year – or it ends up like the one in the photo.  Sound familiar?

This professional organizer files her bills by month in thirteen-pocket accordion files. One for the business, one for home.  At the end of the year, everything is in one place for my tax preparer (thanks, Dad). 

There are many ways to keep things simple.   If what seems to be a good system isn’t working for you, it may just be that it’s too elaborate, hence too much trouble.  If you think that’s the case, but don’t know exactly what tweak is needed, contact me, and I’ll help you figure it out.

Problem: MIA purse / wallet / sunglasses / earpiece / security card / PDA.

Professional Organizers know to choose a home for such “mobile” necessities.  This is something people understand right away.  So, they choose a “safe” place, like their top dresser drawer, or the overburdened kitchen counter.  But items still go missing.  Humph.

“Assigning a home hasn’t helped”, they bemoan.  “I must be hopelessly disorganized”.

Not so, not so.  Assigning a home is only half the equation.  The other essential half is that the home be convenient.  “Convenient” means on the flight path to your usual first stop once you enter the house.  In most cases, that’s not a dresser drawer or coffee table.

What I do: My first stop is usually the kitchen.  I enter through the front door,  put my workbag next to the table right by the door, and keys on it or attached to my bag with a carabiner key holder.  Needless to say, the only time I can’t find my stuff immediately is when I fail to abide by this simple rule.

Let me know how thisconcept works for you, or if you have an even better system!  If you aren’t sure what would be best, just contact me and ask!

Birds of a feather should flock together.  In the supply closet as in your desk drawer, dedicate a home for each type of item: writing, paper, electronics, office supplies, etc.  By keeping like items together, you’ll find what you need, every time.  Not only that, but you’ll never waste money again purchasing supplies you already have.. but can’t find!

The more steps separating us from a task that needs to be done, the less likely we are to do it. That’s why the trash can, recycle bin, office supplies and (surprise!) water cooler, should be located near where they are used.

Yes, it’s that simple!