My first guest post for the year from James Adams

***************

If you are like many people, you likely have a home office, a work office, or both. Chances are that there are times you might like to throw everything away in order to declutter and get a fresh start. This is usually not a feasible idea, however, as you might lose many important items and get into a lot of trouble as a result.

There are better ways to get your office organised so that you will once again enjoy your time and not be so stressed out because you can’t find what you need. Keep reading in order to find out how.

To get your office into somewhere you can actually work and get things done, start to clear your clutter with these ten tips!

Tip 1: Go into your office and spend a few minutes simply visualising how you want it to look. Imagine that everything is arranged and in its place and how good that makes you feel. This will help you prepare for the task at hand.

Tip 2: Recognise that this is probably going to be more than a one day job. If you think that you are going to be able to do everything in one sitting, chances are you are going to get overwhelmed and abandon the task altogether.

Tip 3: Look at the arrangement of your office furniture. Are you able to walk between and around your furniture or do you have to fight to get through? Making sure that you have ample space to operate is a key step to decluttering.

Tip 4: Does you office equipment have its own space or is it fighting for space with the other essentials in the room? Make sure that your printer has a stand and that it is not sitting on the desk taking up unnecessary room. Put your fax machine on a little side table so that it has its own dedicated space as well.

Tip 5: Take an empty box and label it with the word “Maybe”. Start putting things in it that you might use in the future but are not sure about. These are items that could potentially end up in the trash at some point, but you are not quite ready to take that leap.

Tip 6: Take a good hard look at your desk. Go through all the loose papers and scraps that are there and throw away anything that you are not going to use again. Take the loose files that are sitting on the desk and put them in the file cabinet. If for some reason, you don’t have a file cabinet, now is the time to invest. Get some stacking trays and actually use them. Label them Inbox, Outbox, Miscellaneous and this will go a long way towards putting the remaining papers in their proper place.

Tip 7: Look in all the drawers. Again, go through and throw away unnecessary items that you have stashed in there. Buy some trays that are specifically for the drawers and use them to organise pens, pencils, scissors, staples, etc. You may even want to label your drawers so that you can quickly know what goes where.

Tip 8: Look at the floor. Are you stacking things on the floor because there isn’t room for them anywhere else? Now that you have decluttered the desk and drawers, you should be able to move the excess off the floor and into its proper location.

Tip 9: Now that you have most things in their proper place, go through and really clean the office. Vacuum the floor, dust all the furniture, hang the pictures you’ve been meaning to do all this time, place a candle or scent jar on your desk. Make it someplace that you feel at home in; almost like a sanctuary. If you want to be there, you will be productive.

Tip10: Just like in Tip 1, stand back and visualise, but this time do it with your eyes open and be proud of what you have accomplished.

James works at Spares Next Day, one of the UK’s top suppliers of hoover bags for vacuum cleaners. Click here to read more of his work.

I did a quick count of websites I need passwords to access.

25.

And I’m sure there are more that I’ve forgotten about.

When I sign up for a new site and quickly create a password (don’t you hate it when they’re prescriptive, like “must be 4 letters and 3 numbers”?!), I always have the very best of intentions.

And I’m deluded because I think, “of course I’ll remember”.

Except I don’t.

Sometimes I can find it in my desk notebook but othertimes I’m forced to click that “forgot your password” link and go through the verification process to have a new password sent to me.

A Big Old Nuisance.

So I have three things I do which I thought I’ll share with you:

1. Remember them

This is a must for any bank and money-related websites, like my shopping cart

I try and get fancy with strange number combinations and force myself to remember them. The good thing is I’m in and out of these websites often so it’s easy to remember the passwords.

2. Drag and drop onto my contacts in Outlook

For those sites where they send you a confirmation of the password you selected, drag and drop the email onto your contacts.

The contact will open and then you can click Save.

When you forget your password, all you do is type in the website in the search box and it will retrieve your password.

3. My trusty spreadsheet

I have long had a spreadsheet with website, user name and password. I keep this updated and print it out once every 6 months or so and stick it in my diary/ daily planner.

This works very well for me.

I heard recently about someone who has a tiny little notebook where he jots down his gazillion passwords.

At the time, people had a good laugh but as I always say, whatever works for you is the best solution.

What works for you?

P.S. I know all the rules about not having your passwords in writing but am afraid my memory is not that trusty and I don’t want to keep pressing that “forgot your password” link. Nor do I want to go all hi-tech with computer programmes – I like things very simple

Want to get more of the right things done? These tips are sure to help you.

6. Stop multi-tasking

Yes, you read that correctly When you try and do multiple tasks, your attention is split and you lose focus. The lack of focus means that you end up spending a lot longer completing your task because you’re not fully engaged.

What happens when you’re driving and you get lost? You switch off the radio so you can focus. Next time you have to work on a project, close Outlook so you’re not distracted by incoming email.

7. Write it down

Write down things to buy, things to talk to X about, errands to run, upcoming birthdays, etc.

You won’t find yourself returning from running errands only to find you forgot to return your library books. You will start being that organised person who actually has a birthday present wrapped days before the person’s birthday.

8. Declutter and simplify

Did you know that decluttering cuts your cleaning time by 32%? If that isn’t inspiration to declutter, then I don’t know what is!

Living a simplified life means you no longer spend hours looking for things. It also means your schedule isn’t jam-packed with activities and you actually have time to enjoy your life.

9. Plan your time

When you plan your time, leave enough time to complete the task plus some buffer time. Work expands to fill the available time so don’t allow 3 hours for a 1-hour activity because you will use the full 3 hours if you do so.

If you’re not sure how long things take to do, keep a time log for a week or two and see for yourself.

10. Organise your paper and email

Every time I run an organising workshop, I get participants to complete a Time Wasters Assessment. The results differ slightly depending on the type of group but since 2003, email has crept up the ranks and is now the top time waster! And paper is a close second.

Learning to correctly organise your paper and email will save you HOURS every day. Most business owners spend approximately 2 – 3 hours just attending to email; I spend 15 – 20 minutes!

Don’t get overwhelmed – work on just one of these tips consistently until it becomes a habit and keep adding another until you have it all mastered.

Marcia Francois is a time management and business organising coach who helps small business owners make the most of their time. Visit http://organiseyourbusiness.com for your free 7-part audio series, 7 tips for time-strapped business owners.

No, I have not bought an iPhone or a Blackberry (I don’t think they suit my lifestyle goals… but that’s a post for another day).

It was time for my monthly back up when I noticed that I was out of discs so I popped into my local computer store when I was out doing errands.

Is it me or are those computer guys getting younger and younger?!

I asked the guy to show me where they kept discs and while I was there, I also picked up a cute little mouse for my laptop (white with pink trim, in case you were wondering) since my old one gave up the ghost.

We got talking (as I do) and when I explained my (now) complicated back-up system, he said something quite profound.

“Why don’t you just use an external hard drive?”

I was intrigued so I asked him a million questions and there and then decided this was the way to go.

Many hundreds of rands later, I left the store, very happy with my new piece of computer equipment.

The external hard drive sat on my desk taunting me for a day or two until I decided to “just do it” and …. well…

Dear Readers, I don’t know why I didn’t get one sooner.

It told me exactly what to do and after the first backup which took about 20 minutes, the next one went so quickly I barely had time to do an office task as is my usual custom while I do my monthly or weekly backups.

So that’s my confession – I am now firmly in the 21st century. Still with a phone about 4 years old but I like it and it works for me

Do you have any confessions you want to share with me?

Most things, if they’re going to break quickly, will break in the first year after purchase.

There is nothing scientific that I base the statement on…. it’s just been my experience.

So all I do is staple the receipt to the appliance’s box.

And then I toss the box onto the top of a cupboard.

If the appliance does stop working (as an iron did recently), I retrieve the box, check the receipt (I’d bought it 5 months ago) and take it back to the store for a refund.

I started doing this way back just because it is the easiest thing in the world.

You don’t have to remember where you kept the receipt or the box.

I do go through the boxes every now and again, probably on a yearly basis and throw them out if a year has passed.

What’s your system for storing appliance receipts?

Marcia Francois is a time management coach and speaker who helps busy women break out of overwhelm, make the most of their time and take purposeful and focussed action. Visit http://takechargesolutions.org for your free Organising Success Pack.

If you’d like help creating a life you absolutely love, contact me about my coaching services.

The question of the week is…

When you go to a bookstore, what’s the first section you go to?

I go to the journals and notebooks section first and then self-development (the goals/ time management part).

Over to you!

It’s hard to be productive when your space is not only a mess, but also disorganised.

60% of people are visual (I am too!) so clutter and “stuff” strewn all over the place will just drive you up the wall!

Before we start, let’s get ready:

(a)       put on some upbeat music (not slow love songs – fast music!)

(b)       make sure you have a BIG wastepaper basket

(c)        get another plastic basket for items that belong in another room

So what do you need to do?

1. Back up your files

Do NOT open your email programme before you start or you’ll get sidetracked!

DO put a recurring reminder in Outlook to do this on a monthly basis, or more frequently than that.

Remember last year when I lost EVERYTHING on my flash drive? It only translated to about 2 hours’ work because I’d backed up my computer a few weeks before that.

Now, while your computer is backing up…

2. Clean off your desk

You can do this in 30 seconds (that’s why you have the upbeat music) – yes, really. Play a game with yourself and say, “by the end of this song, my desk is going to be clean”. Works for me

Put all items belonging in another room in the plastic basket. Don’t go to the actual room to put them away – you don’t want to get sidetracked!

Throw any cooldrink cans, sweet papers, etc. in the wastepaper basket. Put all the little notes inside your desk notebook (you do have ONE desk notebook, don’t you?) and set to one side.

If you don’t use the item on a DAILY basis, it shouldn’t be on your desk. By the same token, if you use something every day, make a place for it within arm’s reach.

E.g. My headset for Skype calls is on a hook on the wall above my desk – near enough that I can just reach for it, but not taking up valuable real estate on the desk.

See? 30 seconds and you’re done!

I *do* know this is the Quick & Easy way – if you want ALL the detail, check out 7 easy steps to organise your office at http://takechargesolutions.org/?page_id=17

3. Sort out the paper

Take out the desk notebook with all the little notes. I use a spiral-bound notebook with a lovely, bright yellow and lime-green cover because it makes me happy to write my notes in a beautiful notebook

Write down all those bits and pieces – your internet provider’s helpline, website addresses, people to look up on Facebook, etc.

Throw away all the junk mail and paper you don’t need (and take it to your recycling bag later).

Put all the filing in ONE pile – you can do this in front of the TV later!

Now doesn’t that feel better? A lovely, neat and organised office!

Marcia Francois is a time management and organising coach who empowers small business owners and other busy professionals who want to make the most of their time. You’ll get simple, practical organising and time management secrets to help you work less and enjoy life more! Visit http://takechargesolutions.org for your free Organising Success Pack.

I get many questions from clients and readers and one of the most common questions is this one:

How do I leave work earlier? I am working so late every evening and I don’t have a life outside of the office?

Here are my suggestions:

1. Make a list at the end of every day

This will help you to hit the ground running every day when you get to work and actually be more productive once you’re there.

2. Focus on your priorities first

Use an Eat the Frog principle and do nothing else before your main priorities (frogs) are accomplished every day.

3. Set some boundaries

If you are currently working until 6 or 7 every night (or even later), then set a small goal that says you won’t work until later than 6 every night next week (or earlier if you can). Then stick to it.

The next week set your goal a bit earlier – 5.45 and then 5.30 until you’re working until 5 normally (or whenever you’d like your work day to end). You can work late now and again (if you absolutely have to) but don’t make it a habit.

4. Set reminders in Outlook

Set a recurring appointment for the next month.

The appointment should be made for 30 minutes before you want to leave your office and should say tidy desk and write tomorrow’s to-do list.

Coaching tip – If you find it really hard to leave, make an appointment outside the office so that you absolutely have to leave at a certain time.

When I find myself slipping into the bad habit of working late, I start scheduling earlier gym classes and I hold myself accountable to a gym friend. Or I make a hair appointment to force myself to leave the office.

If you put these four tips into practice consistently, I guarantee that you will soon be leaving your office earlier to enjoy the rest of your life.

Since it’s Friday today, why not resolve to start next week off on a good note.

Make your list now and set that appointment in your Outlook calendar.

P.S. Let me know how you do

When I coach people or do speaking engagements, I always stress the importance of writing things down.

Why?

When you write things down, it frees your mind for more big picture thinking and you don’t have to worry about the details.

So these are the 3 lists I suggest you absolutely should use to manage your time more effectively:

1. Master list

This is a place for a “brain dump”, a place for ideas you might want to pursue in the future or possible projects you need to tackle.

You can work off one master list for months, like I do with my business or blogging ideas. Or you can have a master list for a certain period, like a week, and then rewrite it at the start of the next week.

I have a master list of things to do in the house which I’ve been working on since we moved in four years ago. Honestly, I think there will always be items on this list.

2. To-do list

This list can be monthly, weekly or daily.

The difference between this list and the master list is that this one has a time deadline to it.

I have a monthly to-do list – I keep this one with broad goals like go to the gym 10 – 12 times – a weekly to-do list with about 5 – 7 business tasks to get done and then my daily to-do list which spreads out those 5 – 7 tasks so that I have only 1 or 2 to do daily.

I want to caution you to only put a maximum of 6 items on your daily to-do list so you don’t become overwhelmed!

3. Checklist

This is a place with a list of items which you check/ tick off.

This list is ideal for anything you need to do regularly, like a list of weekly cleaning tasks, office supplies, routine business tasks, etc.

Once you start using the right list for the correct task, you’ll be flying!

You can download free master to-do and other lists at http://takechargesolutions.org or http://organiseyourbusiness.com

Do you use lists? Which are your favourite ones?

P.S. Mine is my weekly to-do list

I am looking for ways to organize different aspects of my life.

Need ideas on organizing office files and folders, project files, etc.

Can you give me some ideas?

Regards K.P.R.Karanth| Project Manager

First off, my golden rule for filing is…….

1. Don’t keep any paper you absolutely don’t have to.

Less paper, less filing

This is how I only need to file about 10 papers every 3 – 4 weeks.

2. What type of organiser are you?

Note I didn’t say “what type of organiser do you want to be”. Be realistic.

Will you actually punch paper and put in lever arch files (3-ring binders) or do you know you’re a bit lazy and need to just toss things in a folder?

Before I went on my decluttering bend years ago, I used to be a very lazy filer and so I used these files. No punching, just toss. Lovely.

3. Decide on a solution and try it out for a month

Think carefully about your needs before you go out and buy anything! Buying is the last step in the organising process.

That said, if the system doesn’t suit your working style, stop frustrating yourself and try something else until it works for you.

If you’re lazy about filing like I used to be because of the MOUNDS of paper I’d collect, then I’d use the folders above and store them like this.

or I’d put the papers in clear display folders (flipfiles) and store them in these magazine holders

My favourite way to organise projects is by throwing everything in one of these clear plastic envelopes. You can see I toss in the pens and flash drives, everything.

When I’m done, I pare down the paper and keep only the essentials in these envelopes. They take slightly less paper and then they go in those magazine holders.

Do you know you can make your own magazine holders with cereal boxes?

What are your favourite ways to organise your office files and folders?

P.S. Check out more ways to organise your office