Birthdays, Anniversaries and Important Dates ~ Don’t rely on your memory. Establish a master list to be used year after year. On New Year’s Day record all these important dates in your day planner. Store this list in a special place so that you can periodically update it. Staple it to the last page of your calendar or maintain it in the January folder of your tickler file.Once you have recorded ‘not-to-be-missed’ dates, flag them with colored self-adhesive labels to draw your attention to them. Buy cards for the year and place each one in the appropriate folder of your tickler file. Make a note on your calendar or place a sticky note on the card to remind you of the date to be mailed. Never forget an important date again! n n n n n n n n n n n n n n n n n n n n
Time Stealers ~ The average executive wastes approximately 150 hours per year looking for lost documents. Learn to get and stay organized by allocating a place for everything. Then put it back when you are finished using it.If you are constantly searching for your keys, designate a special basket, box or container where you will always put them whenever they are not in your hand. When you need your keys you will know where to go to locate them. Do this with any object that you find yourself searching for on a regular basis. "A place for everything and everything in its place." Establish a filing system that makes sense to you. It is the retrieval time that is most important so label your files according to the key words you would think about when looking for a particular document. Is it a car, automobile, vehicle, jeep or jaguar? It does not really matter what label you use as long as the system is logical to you. Remember to label all file drawers and storage cartons to eliminate the guesswork. If you want to find it again, then label it! n n n n n n n n n n n n n n n n n n n n
Scuttle the Shuffle ~ Do you find yourself moving paper around from one location to another? Shuffling cards in Las Vegas makes a great deal of sense in order to mix them up. But, when you are shuffling papers that is all you are doing - mixing them up!Indecision is the culprit and the result is clutter. For example, when the mail arrives you scan through the stack looking for something important or interesting. Then you open the envelope, check it out and put it back in the envelope to deal with it later. When that later time arrives, you again open the envelope and deal with whatever is inside. Change your shuffling habit now and save yourself a great deal of time and aggravation. Get into the ‘Just Do It’ habit and handle incoming papers only once. Pick a time during the day that is most convenient to deal with the mail—snail mail, e-mail and voice mail. Allot an appropriate amount of time that is necessary to deal with everything according to the AFT method. A = Action (Just do it!). F = File it either in a tickler file for action on a specific date or in a reference file. T = Toss because junk mail occupies a great deal of space and space is limited. If you are over-whelmed with mail, then get off lists. Write to: Mail Preference Service, Direct Mail Marketing Association, PO Box 9008, Farmingdale, NY 11735-9008. www.the-dma.org And while you are getting off unwanted mailing lists, why not put a stop to unsolicited telephone calls. Telephone Preference Service, Direct Marketing Association, PO Box 9014, Farmingdale, NY 11735-9014. n n n n n n n n n n n n n n n n n n n n
Choices ~ "Here comes Winnie-the-Pooh, down the stairs, bump, bump, bumping on the back of his head behind Christopher Robin. It is, as far as he knows, the only way of coming downstairs. But sometimes he feels that there really is another way, if only he could stop bump, bump, bumping for a moment and think of it. And then he feels that perhaps there isn’t." Winnie-the PoohDuring the course of a day you have the opportunity to make a multitude of choices. The choices you make will either keep you flowing smoothly along the river of life or you will be bump, bump, bumping along, banging your head on every step. Indecision is a choice. You have the choice to let someone else take control. A floater is someone who accepts life with a shrug of the shoulders, aimlessly going along for the ride. They don’t make waves. However, they usually complain about the unfairness of the situation. The key to maintaining balance, both personally and professionally, is to be equipped with the best possible resources to navigate the river of life and avoid as many boulders, waterfalls and turbulent currents as possible. A true river navigator recognizes that the natural flow cannot be controlled. However, he acknowledges the river and its conditions, accepts the givens and attempts to respond effectively and efficiently. A navigator has learned to maneuver through the turbulence and enjoy the ride. Do you maneuver around with your hands, a paddle, an oar or an engine? Do you have a map or guide to direct your progress? Do you make the best of what resources you have available at the time? There is a lot of energy in the world. You can either go with it or against it. Learn to be a navigator. It is your CHOICE! n n n n n n n n n n n n n n n n n n n n
Trips to the file cabinet consume precious moments especially when you cannot find what you are looking for. Here are a few timesaving tips compiled by Pendaflex. (Source – Keeping Tabs) n Hanging file folders eliminate jammed papers, hidden tabs and slumping folders.n Identify files 3x faster by using color-coded categories.n Place the index tab on the front flap to eliminate the push-pull time. When you pull the tab forward the file opens.n Efficient visibility is accomplished by placing the index tabs down one side of the file drawer.n Do not overstuff file folders. Bulky records, manuals and reference books are easily stored in hanging box bottom file folders.n Information can be divided by using interior file folders. These specially designed folders have a slightly shorter tab than traditional folders. This prevents hidden index tabs on the hanging file folder.n Hanging folders are designed to slide on the rails. Leave 2-3" of sliding space to provide easy access. Coat the rails with soap for even sliding.n Long-lasting files should be reinforced at critical wear points—top and bottom borders and along tab index strip for durability. n Avoid the use of paper clips. They take up more space and usually catch on papers during the filing and retrieval process. Stapling related papers is a better option.n Immediately see the latest action or information by filing the most recent papers in the front.n Avoid the use of guesswork by labeling the outside of the file cabinet.n n n n n n n n n n n n n n n n n n n n
Prime Real Estate ~ Consider your desktop as prime real estate. It is neither a storage depot nor a junk table. A messy desk is not a sign of a genius at work. It is unprofessional and usually signals a lack of dependability, control and focus.Clutter creates lost information, missed opportunities, tasks undone and decisions unmade. The only papers on your desk should be the ones you are referring to at that particular moment. The only objects should be ones you use often. A cluttered desk leads to a cluttered mind and clutter interferes with productivity and efficiency. Clutter is visual stimulation that slows productivity. The key to paper management is processing—decision-making. Learn the AFT method. A = Action (‘Just Do It’). F = File it. T = Toss. n n n n n n n n n n n n n n n n n n n n
Hurricane Harried ~ The physical décor of your surroundings has a strong impact on your mood and work habits. A little sprucing up can enhance productivity and improve your image. It starts with imagination—an idea of where and how you work best. Then go for it. If you are going to spend most of your day in the office, make it a quality place to be.Feng Shui is the ancient Chinese art of placement to create balance and harmony. How you position furniture and the items displayed have a tremendous impact on the quality of life. The idea is to keep positive energy flowing and deflect negative energy. Clearing clutter, rearranging furniture and adding or removing specific elements can have a dramatic impact on your home and office. Ambience says a great deal about you. Pay particular attention to your surroundings and you will reflect the kind of image that is important to you. There is an immediate physical, emotional and psychological payoff the moment your surroundings are in order. The impact of simplifying and organizing renews the spirit and builds confidence. Order is the basic foundation upon which to build inner peace, contentment and joy in life. n n n n n n n n n n n n n n n n n n n
Lists and more lists and more… ~ Lots of people have "To-Do" lists. Lists are a fun activity. It makes us feel productive - organizing our thoughts. We feel that we have accomplished something when we check off items on the list. Making lists brings out the creativity in all of us.But, beware! To-do lists tend to grow as time passes. Like a snowball rolling downhill, daily to-do lists pick up more and more tasks along the way. As we diligently sit down with a cup of coffee and paper and pen, we are filled with good intentions while constructing our lists. We can think of all the should-haves, could-haves and would-haves. Then we realize we have more to do than we have time. Commitment is missing and things just do not get done when all we do is make lists. Lists are no substitute for planning and scheduling. No one can be effective without adequate planning. Planning and scheduling translates intentions into action. It ensures results. If we stop taking so much time to construct long lists of things to do, we just might have more time to do them. n n n n n n n n n n n n n n n n n n n n
Juggling vs. Balancing ~ The all too familiar complaint is that we have too many balls in the air! Life has become a juggling act and juggling takes a concerted effort to maintain poise. There is a great deal of difference between balancing and juggling.Most people think they are well balanced, when in fact they are simply good jugglers until a crisis hits and all the balls fall to the ground. They become stressed out as they gather up the balls and attempt to start over. The physical manifestations of stress are fatigue, stomach pains, deteriorating eyesight, damaged personal relations, increased tension and on and on. There is a price to pay when there are more balls in the air than time or energy to maintain them. To be balanced is to sustain a steady, stable position without much effort. To juggle is to rearrange or manipulate skillfully. Balance is the result of having different elements of your life work together without conflict. Juggling requires concentration and a great deal of energy. Balancing is serene. Juggling requires concentration. In order to maintain balance you need to understand what is important in your life. What avenues add true blessings everyday? What is your purpose, your mission? Taking time to focus on your purpose produces order and clarity. It identifies your core wants and helps in establishing priorities when facing choices in everyday life. When you allow too many directions to control your life you need to be an expert juggler. However, when a crisis hits or you become distracted the rhythm is broken and something falls away. When you take the time to understand and choose those things that provide you with joy you are exerting less effort and balancing daily demands takes only subtle changes to sustain. The greatest challenge is to establish a life that has meaning. We want to make a difference and impact the world around us. We need to be balanced, not simply juggling. As Henry David Thoreau once said, "Only that day dawns to which we are awake." Rise and shine for today is the day to make the most of what you have. Today is the day for balance! n n n n n n n n n n n n n n n n n n n nIf I could just get organized… There may be nothing wrong with you, Author Douglas Malloch
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