Dec 03

Organizing Tips for Your Winter Vacation

By Sherry Borsheim Home Organizing No Comments

“Analyze your life in terms of its environment.
Are the things around you helping you toward success
or are they holding you back?”

W. Clement Stone

I remember my very first client and the day we were planning out her hectic family schedule. The kids were young and involved in a lot of after school programs, there was a birthday party to plan and a million other things to get done prior to the end of school year and before the family vacation. Her anxiety and stress levels were high and she just couldn’t see how she was going to accomplish everything prior to leaving on vacation. At this point she wasn’t even sure she’d be able to make all the vacation arrangements or get everyone packed. Taking a family vacation was just too stressful!

First Things First

Together, we began to plan out on paper everything that was on her mind. Getting it onto paper is the first step to reducing stress. Next, we prioritized projects and began making a list of things that could be delegated. There was a lot of complicated logistics and juggling of schedules that needed to happen prior to even thinking of planning the family vacation.

Batch, Prioritize and Schedule Tasks

Once we had everything that was on her mind on paper, we batched and prioritized her tasks. Then we began scheduling everything into her calendar. This would give her a more realistic time-line of when things needed to get done and how long tasks would take. We even customized her planner based on her lifestyle and how she wanted to use it.

The Family Packing List

After a few hours of planning, we took a short break and she mentioned that the family vacation was really stressing her out. She just didn’t see how she would be able to make all the arrangements and get ready in time. I asked her if she had a packing checklist for the family? The tears began to roll down her face. She said that she dreamed of having a packing list because she knew that it would simplify her life. But she didn’t know where to begin and the thought of creating one was just too stressful.

That was the day I realized that the simpliest of things can transform a life and reduce stress and anxiety for a person. What comes natural for me, which is organization, isn’t easy and natural for others. So I made her a promise that I would type up a family packing checklist for every member of the household and I’d help her every step of the way to make this family vacation extra special and stress-free! And that is exactly what happened – an outstanding family vacation!

Organization is a Skill You Can Learn

One of the most rewarding moments for me when I’m working with my clients is when a highly creative, outgoing person who says they can never be organized, decides to make different choices. They develop new habits that support them and in turn transform their life. Then the positive impact that has on the rest of the family members because they teach the organizational skills to their kids. For me, that’s beauty and order at it’s best!

Nov 25

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“Organize for Success”: Conquer Your Paper Chaos! On the Road & In the Office

By Sherry Borsheim Uncategorized No Comments

“Organize for Success”

Conquer Your Paper Chaos!

On the Road & In the Office

When you’re on the road for work, do you have a system to keep you organized? If your current system involves stuffing your briefcase full of expense receipts, phone messages, meeting notes, business cards and research materials, your business would greatly benefit from a slightly different approach.

Below are my top three tips for staying organized and enjoying your travel time:

1. Clutter is Deferred Decisions

As you are probably well aware, the stuffed briefcase method can be a disaster when you return to the office. That pile of paper that you dump out of your briefcase is just postponed decisions waiting to eat up even more of your valuable time! With that in mind, remember that half of the battle with paper pile-up is deciding what to do with it when you first encounter the item.

When you are tempted to defer a decision about a specific piece of paper, ask yourself, “What am I going to know tomorrow that I don’t know today?” If the answer is “nothing”, make the decision right away and move on to more important decisions!

2. Organized Follow Up Equals Success

One of the most critical components to business success is follow up. Taking control of your paper chaos and making a decision about each piece of paper enables you to efficiently follow up.

Following up after being on the road is extremely important and fairly simple to do if you keep organized while you travel.

3. Use a Travel Case to Stay Organized on the Road

When I’m on the road, I use a hard plastic pocket file with 13 pocket files with tabs. This letter size filing case has a zipper across the top and enables me to keep all my paper organized without even thinking about it.

This travel case is easy to carry and fits nicely into most briefcases. I create similar “Action Tabs” in the travel case to mirror my “Tickler Permanent Actions Files” that’s in my office. (If you don’t know about my Tickler Permanent Action Files system, please contact me. It’s a tool that has worked miracles in the lives of many of my clients).

When I get back to the office after a long day on the road, I simply remove the contents from my travel case and put into the Tickler system. Everything is waiting and organized for follow up the next day.

For example, when I collect business cards at a meeting or convention, I slip them into the “Data Entry” tab. When I get back to the office, I just transfer the contents of that tab into my existing Tickler Data Entry file. When it comes to the data entry part of my day, everything is easy to reach in my file.

EXTRA Great Travel Tips

Before you leave on a trip, reserve an appointment with yourself for just after returning and take time to go through each of the files in your briefcase and act on them (file, toss, call, contact, mail, data entry, write, submit receipts, etc.).
Carry stationery to write thank-you notes or other quick responses while you are on the road. Also, keep postage and blank envelopes in here.
Keep expense reimbursement or tax-deductible receipts together in your “Expense Reimburse” file.
Keep Post-it Notes in your briefcase so you can write down the next action step to take once you have read something. Also, keep a highlighter pen with you to highlight important information. This will reduce the amount of time you waste re-reading materials to figure out why you decided to keep something and what you decided to do next.
Make a list of specific ideas you plan to implement when you return home, and keep this in your “Tasks” file. Prioritize the list at the end of your trip, and enter reminders of actions you plan to take on your calendar.

Time to Hit the Road

If you follow these steps when you travel, you will be able to make real use of all the information you have collected rather than having a pile of postponed decisions waiting for your attention.

For more information about staying organized while you travel or to order your travel case, contact me at 604-233-7076 or email me at info@simplyproductive.com. I can assist you in creating an efficient paper management system and can tame your unruly papers with The Paper Tiger and a customized Tickler file system.

Action Challenge:

Now it’s your turn. Take a moment and ask yourself, what is your biggest challenge when organizing your day on the road?

Now that you know what your challenge is, what is one action step you will take to ease the challenge when out of the office?

I’d love to hear from you, so please email your “Action Challenge” to me and I can be your accountability partner.

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.