In Need of Spring Organizing--I am!

I am experiencing a bit of spring fever, even here in sunny Arizona where the weather is spring-like for most of the year. But my spring fever isn't because of the weather, it is because I have one space in my house that I just can't seem to keep organized. Mainly because I am not the only one who uses this space, we all use it.

My children's toy storage closet is literally a nightmare for a professional organizer. I have had a physical reaction when walking near this closet--literally. I used to be able to shut the door and forget--well, almost forget--what a scary unorganized mess this closet is.

So, I am putting it out there for the world to see, that even I, have my own organizational challenges. By airing my dirty little un-organized secret I am hoping that it motivates me to get this organized and make it a dream-come-true space for me!

Stay tuned...

Organizing Your First Home Office-Part I and Part II

Part I-Organizing Your First Home Office-The Essentials

Working from home is much different than working in a typical office environment. For starters, you don’t have to get out of your pajamas and into the rush hour traffic. Nor do you have to race to the office to get the prime parking spot and no one is standing over you monitoring your actions. On the flip side, you have no official work space which typically encompasses a computer, a desk, chair, office supplies and phone. So where do you start? Organizing your home office can be a daunting task so let’s make it as simple as possible.

For starters you will want to make sure you have the following items:
1. Phone and phone line dedicated to your business only. Try to get decent long distance rate as well as international rate. If your international rate is more then .10 a minute, then call your provider and ask them if they can do better than that rate. Most often they will to keep you as a customer!

Also, invest in a headset to plug into your phone handset. This is especially handy if you will be on the phone for the majority of your work day. The headset will allow either typing notes or jotting down notes while you on the phone.

2. Dedicate a computer that is used primarily for your business. Although this can be expensive if you have to buy a 2nd computer, it is well worth the investment. Most often homes will have one computer for the family to use. Keep your children’s computer games and programs on another system so it doesn’t tie up the space on your computer. Additionally, if your children dont' use your work computer then you can’t blame them when something crashes, like your database!

3. Use a desk that is big enough for your computer, phone, and small desktop file holder. Try to keep your work separate from an area where everyone’s hands might touch.

4. Buy a box of file folders and a label machine. You don’t need a huge file cabinet so get a 2 drawer file system. This will be enough to house important files and any new file folders you create in the first 6 months.

5. Purchase basic office supplies such as: a spiral bound notebook, pens, pencils, stapler, scissors, printer paper and pen caddy.


Part II- Organizing Your Work Day 101

Once you have your work space and supplies ready to go you are set for your first productive day. How your organize yourself and work load determines your productivity and end results. Remember; keep your day simple and uncomplicated.


1. Shower and get ready as if you are going to work. I am not suggesting that you put on a suit and tie, but get out of your pajamas or workout clothes. When you make calls in your pajamas you may not be as professional as you would be if dressed and ready for the day.

2. Create a to-do list each night before you go to bed in your spiral bound notebook. Use this notebook for everything, your to-do lists, notes you may take while on the phone and so on. Keeping it all in one place will eliminate sticky notes on your monitor or losing notes with important information on it. Feel free to create two to-do lists; one for work and one for you personally. Even though you can store this information electronically, I still like to keep it all in a spiral bound notebook. There is something to be said about actually crossing an item off your to-do list one by one.

3. Set office hours. This is very important lesson that took me five years to implement. My office hours are from 9am to 3pm everyday. That doesn’t mean I don’t work before or after those time frames, but it gives me a dedicated time frame to do the majority of my work. I make calls in a timely manner in all time zones, answer email, and get projects done.


4. Don’t be afraid to take time out for lunch. Just as you would do at the office, take a half hour and eat lunch away from your desk. When you work from home, your time isn’t being monitored, the end result is. How you get from point A to B is your business. The final product or completed project is the end result.

5. Keep your workspace neat and organized. Even if being organized isn’t second nature for you, work on it every day. The more organized you are, the better time manager you will be. The better time manager you are, the more efficient you will be and in control of balancing your workload and personal life.

6. Instead of papers placed in piles across your desk, use your file folders. Clearly mark each file folder and place the files in a very accessible place on your desk. You can use a decorative magazine rack for your must-need files or get yourself a desktop file caddy. Once you start the “pile” system on your desk it is hard to break away from that. Start out with files that are clearly labeled and you won’t lose anything.

7. Set your appointments so you are out of the office for a full day instead of staggering appointments through the week. If you have to travel to see clients, try to set up all client visits on one side of town on Thursday’s each week. For example, you are on the north side of town on Monday’s, the south side on Wednesday’s and so on. I found it is hard to get back and stay on task if I have various appointments scattered throughout the week. When I have a bunch of appointments scheduled in one day, I am prepared to be out of the office for a day and adjust my work load accordingly.

Make your day in your home office Simple and you will acheive Amazing results!

Tips to Organize your Home Office

Get Your Home Based Business Organized

There are many perks to running a home based business. One of the biggest perks is the flexibility in your schedule. Next, deciding which projects and or clients you will take on is freedom like no other! Like most people, being organized isn’t always a priority--but it should be--especially when you are wearing all the hats needed to run a successful business!

Here are some tips that will help you organize your time, work load and tasks.

Create an inviting work space
Create a place that is solely dedicated to your business. Paint, decorate, hang photos, do what you have to so you like to “go to work.” You will be motivated to get started and get through your to-do list if you like the space you are working in.

Invest in technology
Buy a new computer or upgrade your current system. You will be amazed how much time can be wasted waiting for web pages to load, restarting and starting your computer because you need more memory! This is a no-brainer to some, but to non-techies, it takes us a little longer to figure out. When you have a fully functional system, you will be able to zip through things you need to focus on.

Know when to outsource tasks
My rule of thumb is this: If doing a certain task causes stress and it takes you away from your main focus, outsource it. My stressor is day to day accounting. Although most of the accounting software is user friendly, I just don’t do the necessary accounting on my own. I have monthly folders where I place receipts, bank statements, invoices, deposit slips and any money-related information in and hand over to my accountant.
Whatever the task is, you can find a sub-contractor who can relieve that task from your day. Not only does this save you time, but it saves your piece of mind and your focus remains on your business!

Manage Your Time
Let’s pretend you are a business coach who bills clients per each hour long session. It is important to stay on task with each client. You should have a client folder with a checklist of items for discussion. Next, literally set a timer when you begin the conversation so you don’t go over the time limit. Additionally, don’t book yourself so full that you can’t take a quick break to regroup between sessions.

Sound Familiar?

Have you heard anyone say "I need a vacation from my vacation?" That about sums up where I am at today. I need a weekend from my weekend!

Even the most organized (me) find they aren't the most organized all the time. I had a great start to my weekend on Friday afternoon after meeting a high school friend who I haven't seen in 20 years! Yikes, 20 years! We re-connected via Facebook, how cool is that? It was a 3 1/2 lunch reunion and the best time I spent on myself all week. It was "good-for-the-soul" time!

Now, my time "mis"management starts. My biggest challenge for the weekend was to get a mailing out for my speaker-client. I had a 700 piece mailing that had to get out in Saturday's mail. Out of the 700 pieces I had 300 printed, collated, stuffed, stamped and sealed. A good start but I still 400 to get done. Upon my return from my re-union lunch I was still waiting for the remainder of the letterhead to arrive via UPS from the printer. This would have been a quite easy task to get the mailing completed if that was all that I had to do once the letterhead arrived! But by now my internal stress thermometer was at a 9 out of a 10. My children needed me, my husband was having his own reunion with a long lost friend, my daughter had a friend over, no plans for dinner were in the works, and I still had to purchase gifts for 2 kid-birthday parties for Saturday morning and it was already 6:00 pm. Good Govenor.

Anyone who works in or out of the home can relate to the Friday night I had. Needless to say it was a very late night and thankfully, after successfully bribing my husband to collate, stuff, stamp and seal 400 envelopes with me until 1:30 am, it got done. All tasks were complete, but I--okay we-- were exhausted.

Did I learn a lesson or two from this experience? Oh yeah, a whole slew of them. For starters, I should have looked at my Saturday schedule earlier in the week to get the gifts for the parties. Next, I should have ordered letterhead and told the printing company that my "absolute need it by" date was a week prior to when I actually needed it. Additionally, I should have given my husband a heads up on what I needed to accomplish and would require him to be on kid and dinner duty (not his fault, I love being on kid duty, so it is hard to pass this off to him to stuff envelopes!) Finally, I should have recruited four friends to come over to help me with the mailing. I could have bribed them with Sangria, chocolate, anything so my envelope stuffing time was cut in half!


If all of your weekends sound like this, let's figure out a way to avoid this in the future. Here are some things I normally do (but didn't do this weekend)!

1. Look at your whole week calendar, not just a day at a time

2. When relying on others in order for you to meet deadlines, set their deadlines a week before you actually need something (i.e. me needing letterhead from the printer)

3. Give your spouse a head's up on what you need from them so they can adjust their schedule

4. Avoid overbooking your time, your kids and family time

Weekends are to reset your clock, relax and enjoy the fresh air!

Make your week Simply Amazing!