Organizing and productivity

Dec 29

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Seven Things To-Do Today to Become a More Effective Employee or Business Owner

By Sherry Borsheim Blog, Business Organizing, Free Articles, Time Management No Comments

On the cusp of a new year we all want to be the most effective employee we can be. Having effective business organizing skills is a great place to start. So what are the tricks and tips of business organizing? What do all highly effective people have in common? If you can incorporate these seven elements into your work life you will be an effective employee or business owner in 2012.

Have a Plan

When you have a plan you can focus on the priorities in your day. Have you heard the 80/20 rule? Simply put 80 percent of your results come from 20 percent of your efforts. Put your effort into things that are ACTUALLY important, and watch the results.

Plan Your Day, Week, and Month

Let your calendar be a huge stress reducer for you. Your calendar will keep you on time with your plans. Set appointments with yourself during the day to work on projects. Setting aside time and honoring that time will help you get your time sensitive work done on time.

Invest time in High-Payoff Tasks

This brings you back to the 80/20 rule. That 20 percent is where you want to focus your real energy. Ask yourself what can I do that will have the biggest impact today? These high-payoff tasks should get a priority spot on your calendar. That means if you are the most productive in the morning you should schedule your work time for the morning hours on these activities.

Use their time wisely

When it comes to business organizing highly effective employees have procrastination beat! It is a habit that you need to break. Find the source of your procrastination and diligently work on it whether it is perfectionism or too many distractions.

Batch your work to make the best use of your time. Set aside time to make phone calls, return emails, ect. throughout your day. Making 5 phone calls in a row will go faster than if you stop what you are working on to make 5 phone calls throughout your day.

Limit Interruptions

Unnecessary interruptions can become a HUGE timewaster in your day. Create a work environment where it is not easy to become distracted at the drop of a hat. If other people are the problem consider making a “off limits” time in your office while you work on your high-payoff projects. This is time scheduled in your calendar so it should be easier to make it “quiet time” in your office.

Lead a Balanced Life

Go on vacation. It is important to keep yourself fresh and excited. In order to do that, you need down time.

Schedule 24-48 hours of “unplugged time”. No work, tv, computer, phone app.s you may find your brain and family and friends thank you!

Do not live in the “urgent” Reactive Mode

Being an effective employee means you have a plan every day. Keeping to that plan means your time sensitive work gets done. This puts a break on the panicked urgent mode that rules many people’s days.

You will still be interrupted by “urgent crises”. It is up to you to determine how urgent they are. Sometimes things are important, but not urgent. This is where planning comes in to play. Planning out this important work makes sure that by its due date the work is complete.

Assess whether this urgent work can be delegated, or wait. Remember there are consequences to saying “Yes”. By working on the new project you will be putting off work you had previously scheduled, so make certain you rework your calendar.

Being an Effective Employee or Business Owner

Being an effective employee for 2012 is a great goal. Business organizing can get you there. Make a plan for your day, week, month, and year. Working with a calendar and a plan will help make this your year!

What is your biggest challenge in becoming an effective employee or business owner? Comment below!

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.

Aug 26

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Know the Most Important Elements of Writing an Effective Email

By Sherry Borsheim Business Organizing No Comments

Email communication is an integral part of our day, if you want to be successful and effective you need to write effective emails. If you need to know how to be organized at work writing and receiving fewer emails can go a long way to get you there. Of course this doesn’t mean you simply send emails the same way you have been just fewer. You need to learn how to get your message across faster and more clearly.

Defining the Objective: When you send an email you should have a result in mind. What is it you want the recipient to do when they receive your email? If you don’t have a clear idea of what you want the recipient to do when you write your email chances are that you won’t get the effect you’re actually hoping for. If you want to save time, get the response you both need and want, and be more productive send very clear emails. An email written with an objective in mind will lessen the number of emails that need to be written because of confusion or incorrect responses.

The Possible Action Responses: There are several different ways people can respond to your message. Knowing what those outcomes are will help you with writing an effective email. The first is your recipient may need to actually take physical action in response. Or you may only need a written response from them. You can also send a “Read only” email. As the name suggests you only need this message to be read. Finally is the “FYI”. The receiver only needs to file this email. Want to know how to be organized at work? Here is a tip. When you receive FYI emails have a system for filing them. And remember your inbox is NOT a filing system.

Creating a Subject Line: You will write your subject line AFTER you write the body of your email message. Your recipient should be able to tell before they ever click on your email to open it what action they will be expected to take. Your goal is to summarize your objective right in the subject line. The above responses can be summarized in the following way, “Action Required”, “Response Required”, “FYI”, and “Read Only”. If you don’t know what to put in the subject line how will the person you are sending the email to know how to respond to it!

Attachments: Be certain you attach any supporting documents that will be needed. These documents are necessary to the message receiver to complete the expected outcome. Keep in mind when sending supporting information using hyperlinks is only appropriate in internal emails.

The List of Recipients: Who is getting this email? Keeping your “To” line organized will help people understand how they are suppose to react to an email. The primary “To” line should contain the name of the person or persons who actually need to take action on the email. In your “Cc” line you will include the names of people who are affected by this email, but don’t need to take action or even respond to it. If you need to keep someone in the loop, but don’t want the other recipients to know put them in the “Bcc” line. This keeps them hidden from others receiving the same email. Be judicial, don’t copy everyone on an email because you can. Respect people’s inbox, keep them included when necessary, but that’s all.

Learning how to be organized at work incorporates all elements of your day. Email is a big part of our day! Writing effective email can both reduce the amount of time and energy we devote to it, and help us be better communicators and more productive workers!