Organizing and productivity

Dec 10

Be Your Own Superwoman: Learn How to Name Computer Files and Get Organized

By Sherry Borsheim Blog, Quick Organizing Tips No Comments

More and more we are expected to be superwoman in our everyday lives. Super wives and mothers, with ours homes and families organized and running well. And great employees or business owners with everything under control! If you are going to have chance of meeting these wild expectations you are going to need to know how to get organized at work. Being organized will leave you with the most time in your day to find success in all your endeavors.

How Can I Save Time and Learn How to Get Organized at Work?

• Plan your day out to suit your strengths. Most of us have times of the day when we are most productive, and times when we are less. If you are at your best right away in the morning, plan to work on your high demand projects right when you get to work in the morning. If you lag the hour before lunch use that time to work less demanding projects.

• Don’t put off a decision that can be made now. Delay a decision unnecessarily and you are wasting time and keeping things on your plate that could be cleared off now! It you need further explanation, ask for it. Asking a question instead of making an assumption could save you a lot of time if it means not doing something all over again.

What is Stealing My Time at Work?

Learning how to be organized at work can help you avoid the traps that steal our time at work. When things become muddled and unclear it is hard to get things done.

• When directions are unclear, and decisions aren’t made everything takes more time.

• Can you say no? It is a problem for many women in their work and home life. Not being able to say no when you need to can destroy a schedule you are trying to keep at work.

• Cluttered, messy, and unorganized work areas are a HUGE problem when it comes to getting things done.

• Not knowing how to name computer files is a problem. When you can’t find what you need you spend precious minutes, or more, searching for it. This applies to paper files and computer files. Developing systems to help you name and find files when you need them will help you stop wasting time.

How to Name Computer Files.

If you don’t have a system when it comes to naming files, especially shared files, you may be losing precious time searching for them. Using a consistent file naming system means you will have fast easy access to your information.

Create a footer at the bottom of your working documents. Your footer should include: “Path and Filename”, “Page X of Y”, “Originator of the Document”, and the “Date”.

When your document reaches its final form remove your footer.

Use this format for naming your files:

Main Subject_Keyword_Keyword_VersionNumber/Final_YYYY¬¬¬-MM¬-DD

For example: Budgets_Board Manual_v1_2008-08-25

Unclutter Your Desktop.

While you are organizing your files finish uncluttering your workspace by cleaning up your desktop. If your desktop is a big cluttered mess it is just as distracting and just as big of a time waster as paper clutter.

Use shortcuts to folders you use frequently. Folders are also important for files that may be saved on your desktop currently. Keeping the right files in the right folders will make it faster to find what you need, all while eliminating visual clutter.

So when you are learning how to be organized at work there are several important things to keep in mind. First, make a decision when you can! Procrastination can be destructive and a real time eater. Clutter and disorganization are a big way to lose time in your day. Knowing how to name computer files well can help you become more organized. Once you save yourself time at work you have more time to take care of not only your family at home, but also yourself! Remember it is important to take care of yourself so you can continue to be the wonder woman we know you are.

I want to hear from you! What have you learned about how to name computer files and getting organized at work that has helped you save time?

Dec 03

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Organizing Holiday Card Addresses

By Sherry Borsheim Blog, Business Organizing, Expert Articles, Free Articles, Quick Organizing Tips No Comments

This time of year mailboxes overflow with greeting from friends, family, and people we have done business with in the past year. Sending out personalized season’s greetings to your clients is a great way to impress on them the importance of their business to you.

It can motivate an old client to call you up again, pass your name onto an acquaintance, or build your relationship for your next interaction. In a world where your client can simply hop on a computer and find a dozen other businesses to use going the extra step to build relationships is crucial.

Getting Organized

Now that you’ve decided to send out cards you need to get organized. Without a system in place this process can take countless precious business hours, and not many of us have that kind of time! You need to create and keep up-to-date a holiday card address database.

Keeping it on Paper

You will likely opt to create this spreadsheet on a computer, however, pen and paper are always an option. If you prefer to keep a paper address book that can be carried with you, consider keeping a second copy. You can scan or photocopy your book occasionally to keep up with your updates. Keep your backup in a safe place. This way you won’t lose all your contacts if your address book is lost, spilled on, or otherwise damaged.

Holiday Spreadsheets

Creating a spreadsheet of addresses on your computer is an efficient way to store this information. As a benefit many times this information can be imported to other programs which create your address labels, saving you time. You can spend that time adding a personal note to your cards!

Clearly label this file so it is easy and fast to find. This way you can add addresses to it during the work year. When you collect a client’s information simply add it to this spreadsheet, you’ll be ready to go when the time comes to address your cards.

Include your client’s name, title, and business address in your spreadsheet. Other notes you can include are what specific holiday your client celebrates. It adds a personal touch if you can make your card unique to them. If you don’t know that’s okay, don’t guess, prepare a general season’s greeting.

Taking it Online

There are programs, like Google spreadsheets, that allow you to share your spreadsheets online. If you are combining lists with a business partner, an employee is helping to compile your list, or you are merging lists from several sources this could be a great option.

Storing information online can also be a great way to keep information safe from a potential computer meltdown. Remember you’ll want electronic back-ups, just as you would want a paper back-up.

Extra Addressing Tips

Don’t go through all of the effort of sending out beautiful holiday greetings only to have your client question your attention to detail because of a simple grammar error. There are several commonly made mistakes that you should avoid.

Don’t use an apostrophe on your envelope. “The Smiths” implies you are addressing the card to the entire Smith family. “The Smith’s” implies ownership of over something. You want to use the plural, not the possessive.
There are a few cases when simply adding an s is not enough. If the name you are addressing the card to ends in a “s, sh, ch, x, or z” you must add an “es” to achieve the plural. So to create the plural of “The Williams” you would add an “es”, and get “The Williamses”. Want to avoid the “es”? Skip the plural and address your envelope to “The Williams Family”.

A Final Note

Spending a few hours this time of year to express appreciation to clients can pay dividends in your upcoming year. Staying organized and efficient with your holiday address list will ensure this is a smooth process.

What works for you? Share your successes in getting your holiday cards organized!

Nov 17

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The One-in, One-Out Rule

By Sherry Borsheim Blog, Business Organizing, Closet Organizing, Expert Articles, Free Articles, Home Office Organization, Home Organizing, IABO Weekly News, Quick Organizing Tips No Comments

organizing Is your closet so jammed packed that you can’t see what you have or you can’t squeeze another item into it?

Are your filing cabinets bulging to capacity and you struggle to get files in and out? How many appliances do you really use in your kitchen?

We live in a consumer-based economy with ads demanding our attention all around us. It’s so tempting to get the latest gadget or cool technology that’s suppose to make our life better. But really, does having the latest new gadget or buying the latest trend bring fulfillment in your life? I say no. Too often, we tend to look in the wrong places to fulfill our lives and buying more stuff is not the answer.

As an Organizing and Productivity Consultant, I am passionate about helping people unclutter their offices, homes and lives, so they have more freedom and pursue their dreams and goals. Helping them simplify and clear out the clutter is easy for me because I’m not attached to the items, but for the person purging, it can sometimes be difficult.

We tend to put a lot of meaning into our things and there’s a story for everything. I heard someone once say that we are meaning making machines. The meaning we associate with our things triggers emotions either positive or negative. Depending on the meaning we give the item, will determine whether you keep it or let it go.

Now don’t get me wrong, I’m not about getting rid of everything and living with nothing. But I can honestly say, that over the years I’ve realized that the more stuff I have, the more time, energy and money it costs me to maintain my stuff. The more files I have, the more filing cabinets I need and the bigger office I need. The more clothes I have, the more space I need and the more time I waste wondering what to wear. The more toys and books kids have the more they want and they less they play with.

Take a look around your office and home and notice what clothes, toys or office items you use 80% of the time. This is a real eye-opener when you are honest with yourself because 80% of what you use, you use 20% of the time. The one-in, one-out rule goes hand-in-hand with the 80/20 Rule.

Applying the one-in, one-out rule and the 80/20 Rule are easy and will keep all your rooms clutter free and easy to maintain. When I buy a new pair of shoes or a item of clothes, I give something away to a friend or a charity. When I buy a new book, I pass on a book.

If I didn’t apply these two rules, my office and home would be jammed packed full of stuff and complicate my life on so many levels. Clutter affects your relationships, your health, your energy and your productivity. It can also drain your bank account.

So as we approach the Christmas season and think of those who need warm clothes or mothers and children who could use household items and toys, schedule time in your calendar this week to purge your closets and rooms. And pass on items that are in good working condition, are in fashion and good condition.

Applying the one-in, one-out rule and the 80/20 rule will dramatically simplify your life and open up new and exciting opportunities for you.

I would love to hear how you did with the One-In, One Out rule! Please share how you did or offer your comments below.