Organized to Succeed Ezine
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Organized to Succeed
Circulation 1,648
Vol. 2 Number 8 - October 5, 2007
Publisher: Christi Youd
Mailto:Christi@OrganizeEnterprise.com
http://www.OrganizeEnterprise.com
(C) Organize Enterprise LLC
####################################################
SUBSCRIBE TO OUR FREE EZINE!
Where this is a text message you may have to copy and
paste links into your browser. I apologize for the
inconvenience.
Please recommend this E-Zine to anyone you know who is
interested in being more successful in their pro-
fessional or personal lives by applying organizing
principles.(It's a good way to stay in touch with
client's too.) You don't even have to mail them an
article.
http://www.OrganizeEnterprise.com/recommend.html
If you are receiving this issue as a forward, and
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============ IN THIS ISSUE ==========================
1. Quick "Organized To Succeed" Tip
2. Advanced Paper Management Skills Article
(Beginners should read this too)
3. Overcoming Mental Obstacles Tip
4. Organization Humor
5. Websites for Getting Organized
****************** OUR SPONSOR **********************
My book "Organize Your Home in 10 Minutes a Day"
(previously titled "Minimize the Maintenance") is now
available in Audio Book format. Recorded on four CDs
and selling for only $24.95. To place a credit card
order by phone call (801)756-3382.
*****************************************************
======== 1.Quick Organized to Succeed Tip ===========
Habits can make or break your ability to stay
organized. One great habit to develop is to decide
where you are going to store a new purchase in your
home before you make the purchase. If you don't have
a specific spot in your home where that purchase can
stored without causing you to exceed your proper fit
then don't make the purchase. Think about where the
new purchase will belong in your home before you
purchase it. If it doesn't fit- don't get it. Period!
******************************************************
Achieve de-cluttering success on your own timetable
with my "30 Days To A Clutter-Free Home" coaching
system. I'll take you by the hand with this easy-to-use
program to help you eliminate the clutter in every room
of your home. The instructional materials are in
convenient DVD video and printed workbook formats to
make it simple to achieve success on your own. Plus,
you'll have access to ask me questions if you ever need
additional help. And our monthly conference calls with
other coaching students help you gain inspiration from
others. The best part? I guarantee your home will stay
de-cluttered for at least 7 years. It's true! For full
details go to
http://www.OrganizeEnterprise.com/coaching
****************************************************
Earn money while helping other people get organized.
Become an affiliate of mine. If you like my
information refer people to my books, CDs, DVD
products and training programs and actually get
paid for it.
http://www.OrganizeEnterprise.com/affiliates
****************************************************
====== 2. Advanced Paper Management Skills Article ==
Reclaim Your Desk: Six Steps to Break Free of Paper
Clutter By Christi Youd
Look at just about anyone’s workspace these days
and you’re bound to see the same thing: piles and
piles of paper on the desk, on top of the filing
cabinet, and even on the floor. Paper has seemingly
overrun many offices, causing stress, confusion, and
a lapse in productivity.
How can something as simple as paper cause so much
turmoil? The answer lies in how we deal with it. The
fact is that when it comes to paper clutter, many
people make the putting away process too
complicated. So rather than do something with their
paper, they set it aside and pile it. Or, if it’s an
active piece of paper, meaning something that
represents work they need to do, they don’t have a
home for that active paperwork. Those are the papers
that get spread all over the desk and moved from one
side to the next.
Fortunately, no matter how high your piles are or
how many you have, you can control the clutter and
reclaim your desktop (and even your floor). Use the
following six tips to de-clutter once and for all.
1. Create a home for your active paperwork
Many people rely on an inbox for active paperwork,
and that’s one of the biggest mistakes when it comes
to de-cluttering. An inbox inherently lends itself
to inaction. Think about your own inbox for a moment.
Do you often have paper sitting in your inbox for a
long time? Do papers slip between the cracks
because they got buried in your inbox? Is your inbox
regularly overflowing with papers that spread all
over the desk? Most people answer yes to at least
one of those questions.
A better solution is to have a work processing
system in your desk file drawer. This tickler file
system consists of a thirty-one hanging files, one
for each day of the month. Behind those are twelve
additional hanging files, one for each month. As
each piece of active paper comes into your office,
you make a decision as to what date you are committed
to taking action on that paper and file it in the
appropriate date’s file. If it’s something you need
to schedule further in the year, put it in the
appropriate month’s file. Each evening you simply pull
out the dated file for the following date and
prioritize all the tasks the papers represent. This
one strategy keeps your desktop free of active
paperwork clutter and enables you to process work in
a timely manner.
2) Prepare your file drawers
Before you start filing the rest of your papers,
you need an efficient filing system in place. To
begin, make sure you have access to four file
drawers within your cockpit. That means you should
be able to reach each of the four file drawers
while sitting behind your desk. One file drawer
will be the tickler file system you just created.
The remaining three are what’s necessary to
properly fit all the documents the average person
needs to keep for work.
For a filing system that is easy to maintain you
need to keep it extremely simple. Therefore,
create five broad categories that encompass all
the kinds of papers you need to keep for your job.
Why five? Research shows that the human mind can
keep straight up to five distinctions without
having to stop and think about it. Any more than
five distinctions is too much effort, and that’s
when people set the paper aside rather than file
it away. An example of five broad categories may
be Administrative, Sales & Marketing, Financials,
Production, and Research & Development. Choose
the categories that make the most sense with your
roles and responsibilities.
Do not sub-divide your categories or make
mini-categories within each, as that just
complicates the filing system. You want to be
able to find any document by merely remembering
the mantra One of Five Alphabetized, meaning the
paper you need is in one of five categories and
in alphabetical order. Keeping your filing system
this simple also allows others in your office to
find documents they need when you are away from
the office.
3. Create individual files
Now that you have your file drawer space ready
and your five categories, it’s time to create
the individual files. You may prefer to delay
the actual file naming process until you have
gone through the paper sorting process. If so,
for now simply get your drawers ready to receive
all those papers.
Within each of your five broad categories you will
have individual file folders. So, for example, if
Sales & Marketing is one of your broad categories,
your files within that category may consist of
advertising, media kits,publicity, etc.
When choosing the headings for your files,
always choose a noun and choose a broad heading.
Realize that it’s better to have fewer files with
broader headings, each with fifty pages, rather
than many specific files, each with five pages.
However, if a file becomes too large and cumbersome,
you can subdivide it. Just remember that the greater
number of files you have the more difficult it
becomes to locate and retrieve papers when you need
them. If there are a number of possibilities of
where a paper could have been filed you’ll learn to
not trust your filing system. As a result, you’ll
start to pile instead of file.
Give each individual file folder its own hanging
file. Label the hanging file and the file folder
the exact same label, word for word. Then, when you
pull a file out, you merely pull out the file folder.
You leave the hanging file in the drawer to save its
place. When you are finished with the file, read the
label on the file folder and find the same label in
the drawer on a hanging file. Again, keep everything
alphabetized for ease.
4. Insist on proper file placement
When labeling their files, many people make the
mistake of labeling one file on the left side, one
label in the center, and one on the right side
throughout the file drawer. Sure, this looks nice
the first day you set it up, but as soon as you add
a new file, you mess up your system. Soon you’re not
sure where to expect the next label, so you have to
slow down and study your file labels every time you
need to file a paper away. This makes filing
complicated. As a result, you’ll have the tendency
to set the paper aside rather than file it.
A better approach is to use straight row filing,
where each tab is directly behind the tab in front
of it. Keep the tabs in alphabetical order. That way
you know where each tab is and in what order they come.
You’ll be amazed at how much easier filing instantly
becomes.
5. Speed sort through the de-cluttering process
With your tickler file prepared, your filing system
created, and your individual file folders ready,
it’s time to tackle the mounds of paper in your office.
As you handle each piece of paper, ask yourself the
following questions:
Can I discard this yet? (Under what circumstances
will you for sure use this piece of paper again?
If you ever did need it again, is there another
source you could get it from?)
Can I delegate this?
Can I handle this in 60 seconds or less? (If it’s
something you can do right now in 60 seconds or
less and get it out of your life, then do so.)
What date am I committed to take action on this?
(Put it in that day’s tickler file.)
What heading do I want this filed under in my files?
This is a filter system where you get rid of as much
as you can. By the time you’re done with these
questions you should only be left with the documents
you truly need to keep. Please note that you may want
to check with your accountant, attorney, or manager
about what types of documents you legally have to save.
6. Insist on maintaining a proper fit inside your file
drawers.
You know you have a proper fit if you can open a drawer,
open the file, insert the paper, and close the drawer
using only one hand. If you need two hands to file the
paper then you have exceeded a proper fit. When there
is an improper fit the filing process becomes a bother
and you tend to procrastinate filing your papers.
Therefore, when your filing cabinets get too stuffed,
go through the speed sorting questions again. Eliminate
what you can. Move the rest to long-term storage.
Less Paper = Less Stress
When you know how to file effectively and you can keep
a clutter-free desk, you’ll experience less stress and
greater concentration, which ultimately leads to
increased productivity. So no matter how bad the paper
clutter is in your office, get started on these six tips
today. A little de-cluttering effort today will yield
greater productivity and profits for you for years to
come.
*********************Sponsor***********************
Free special report "25 Quick Tips to Help You
Finally Get Control of That Messy Environment"
http://www.OrganizeEnterprise.com/25quicktips
***************************************************
****************Coming Soon***********************
Watch for the up and coming means of getting your
office organized. I've had trainings available in
the past but then the work of getting the organizing
was left undone. I've organized for corporate clients
in the past but that can be cost prohibitive. Coming
soon is a three day training where I teach you how to
organize your office and you actually do the organizing
with me there to help you. By the time the three day
training is over your paperwork, desk drawers, tasks
and communications will be organized. There will be
nothing left but enjoying your new office. Watch my
emails closely- we are just putting the final touches on
the training.
========== 4.Overcoming Mental Obstacles Tip ===========
But I might need that...
Another painful association people make about being
highly organized at the office is the concern that if
they throw stuff away, it will be like losing a piece
of history, documentation, or a relationship that they
might need again someday.
It is fascinating to me how the human mind links some
things together that don’t necessarily have anything
to do with each other. (I do it too. Sometimes it takes
hitting a brick over my head to get it through to me
that there is no basis for that link or connection.)
My father was a religious man and he was a poor man.
I don’t remember exactly what was said but some how I
grew up with the belief that if you are financially
wealthy it means you don’t have your priorities in the
right place and your spirituality isn’t a high enough
priority. Now I know that is a false belief and one
doesn’t have anything to do with the other but that
doesn’t change the fact that I’ve got that belief linked
up in my head. For a long time as an adult I found that
if we got too financially comfortable I became very
uncomfortable. I know some of my brothers and sisters
face the same struggle. I had to realign my neuro-
associations so I didn’t associate so much pain to
having financial security.
Rhett kept every paper from every project he ever
participated in. For some reason he got it linked up
in his head that he was erasing history if he didn’t
have all the paperwork involved during its creation.
Soon his office became so full of paperwork from past
projects that he was no longer able to function
effectively on current projects let alone future
projects. There were filing cabinets lining every wall.
There were boxes of paper stacked on top of the filing
cabinets. There were loose files all over his desk,
stacked on the chairs and the floor. Rhett was buried
in clutter. Yes, it is true that it is wise to keep
documentation on past projects but not every single
piece of paper used in the process.
Some people make the association that if they throw an
item away and just might need it again some day, the
most extreme and dire consequences will follow. Most
things can be created again through another source.
The time spent to recreate something won’t even come
close to the amount of time you waste buried in that
clutter (as in the scenario with Rhett). There are
very few things that truly create a life or death
consequence should you get rid of your copy of it.
Do you want to know what to keep and what to get rid
of? Check with your attorney, accountant, and manager
to find out what paperwork and objects you really need
to keep. That way you know you are keeping the
documents you truly need, but you are able to get
rid of all the documents you’re merely feeling fearful
about getting rid of . If you are the manager and
there is no one higher up the ladder of leadership
than you, ask yourself a simple question. Under what
circumstances am I really going to need this document
again? Only keep it if you can think of a specific
circumstance when you WILL need it again, not when you
MIGHT need it again. Chances are you can get it
somewhere else if you ever need it again.
Of course you always have the option of scanning a
ll the documents and keeping the information
electronically. Just be careful to organize your
electronic files so your computer database is not
buried with cluttered documents.
***************Need a Speaker?************************
Christi Youd is available to turn your meeting into a
great success. Hire Christi to train your team on how
to organize their office for success and boost their
personal productivity.
http://www.OrganizeEnterprise.com/speaking
Get paid for referring Christi Youd to your meeting
planner or training department.
http://www.OrganizeEnterprise.com/affiliates
******************************************************
========= 5. Organization Humor =====================
One of the participants at my last seminar came up to
me after the meeting. She said, "You know how you teach
us to set up a cockpit situation where we have everything
in arms reach when you are doing an activity? Well it's
interesting you say that because I already have a pilot
room." I said, What is a pilot room? She responded, Its
a room where I pil(e)-it here and I pil(e)-it there.
It made me chuckle.
The "Organization Humor" column is an opportunity for
subscribers to submit funny stories of experiences
they've had or heard of that pertain to clutter, chaos,
de-cluttering,organizing, or boosting their productivity.
You may submit a funny story by writing me at
Mailto:Christi@OrganizeEnterprise.com (AOL users just
copy the email address--not the 'mailto' into the 'to'
line of your email program) Its exciting to see your
story published even if you submit it anonomously.
===== 6. Websites to get your organized. =============
1. http://www.OrganizeEnterprise.com
2. http://www.FixTheOffice.com
3. http://www.OrganizingTheOffice.com
======= Articles for your publications =============
I have many articles available for reprint in your
publication, company newsletter,etc. You may use
articles written by me that you see in Organized to
Succeed. Articles I have written can be viewed at
http://www.OrganizeEnterprise.com/ezinebackissues.html
All you have to do is print the article in its entirety
along with the authors byline shown below. I would
appreciate a tear sheet or electronic copy too.
Thanks
Authors Byline:
(C) 2006 Christi Youd. Christi Youd is a professional
speaker, organizer, founder & president of Organize
Enterprise LLC. She's the bestselling author of
Organize Your Home in 10 Minutes a Day and Organize
Your Office for Success. Christi presents keynotes
and seminars on organization, productivity at home
and at work,and life management. Contact her at
801-756-3382 or http://www.OrganizeEnterprise.com
To subscribe to Christi's free bi-weekly Ezine go
to http://www.OrganizeEnterprise.com/ezinesubscribe .
****************************************************
To subscribe to Organized to Succeed visit
http://www.OrganizeEnterprise.com/ezinesubscribe.html
***************************************************
Organize Enterprise
P.O. Box 876, American Fork, UT 84003
(801)756-3382
Mailto:Christi@OrganizeEnterprise.com
http://www.OrganizeEnterprise.com
SUBSCRIBE TO OUR FREE EZINE!
##########################################################
Organized to Succeed
Circulation 1,537
Vol. 2 Number 7 - September 21, 2007
Publisher: Christi Youd
Mailto:Christi@OrganizeEnterprise.com
http://www.OrganizeEnterprise.com
(C) Organize Enterprise LLC
##########################################################
Where this is a text message you may have to copy and paste links into your browser.
I apologize for the inconvenience.
Please recommend this E-Zine to anyone you know who is interested in being more
successful in their professional or personal lives by applying organizing principles.
(It's a good way to stay in touch with client's too.) You don't even have to mail them
an article.http://www.OrganizeEnterprise.com/recommend.html
If you are receiving this issue as a forward, and would like to get your own free
subscription, visit http://www.OrganizeEnterprise.com/ezinesubscribe
If you do not want to receive "Organized to Succeed" anymore click the link at the
bottom of this email.
PRIVACY STATEMENT: http://www.OrganizeEnterprise.com/privacy.html
===========================================================
IN THIS ISSUE
===========================================================
1. Quick "Organized To Succeed" Tip
2. Advanced Time Management Skills Article
(Beginners should read this too)
3. Clutter Clearing Technique Series
4. Overcoming Mental Obstacles Tip
5. Organization Humor
6. Websites for Getting Organized
****************** OUR SPONSOR **************************
My book "Organize Your Home in 10 Minutes a Day" (previously titled "Minimize
the Maintenance") is now available at Amazon.com, Barnes and Noble.com and
Borders.com. If you have already read my book will you please go to
http://www.Amazon.com http://www.barnesandnoble.com and
http://www.Borders.com and leave a review. The reviews are needed so
people browsing the site can gain validation that the book is worth reading and
they should purchase it. It would really help me alot and it would be a great way
for you to give something back for anything you had learned from my book or at
my speeches. Thank you. You can now request my book at bookstores and I'd
appreciate it if you would (or if you would refer your friends to do so). That way
we can demonstrate to the bookstores that there is interest in that book. For those
of you who are unfamiliar with the book it gives specific How-To guidelines that
walk you through how to organize your home and everything in it. My seven
strategies will cause your things to STAY organized. Break free of clutter and
chaos. At the same time break free of hours of maintenance. Systems introduced
for paperwork,laundry, toys, games, media and more.
Details: http://www.OrganizeEnterprise.com/organizeyourhome
**********************************************************
==========================================================
1.Quick Organized to Succeed Tip
==========================================================
Habits can make or break your ability to stay organized. One great habit to develop is to
load any remaining dirty dishes into the dishwasher just before you go to bed at night and
turn the dishwasher on no matter how full it is. Then when you first get up in the morning
empty out the dishwasher so it is left empty. That way as odd and end dishes are dirtied
throughout the day they can be rinsed off and stored inside the dishwasher rather than in
the sink or on the counter. This will help minimize clutter in the kitchen area.
**********************************************************
Achieve de-cluttering success on your own timetable with my "30 Days To A Clutter-Free
Home" coaching system. I'll take you by the hand with this easy-to-use program to help
you eliminate the clutter in every room of your home. The instructional materials are in
convenient DVD video and printed workbook formats to make it simple to achieve success
on your own. Plus, you'll have access to ask me questions if you ever need additional help.
And our monthly conference calls with other coaching students help you gain inspiration
from others. The best part? I guarantee your home will stay de-cluttered for at least 7 years.
It's true! For full details go to http://www.OrganizeEnterprise.com/coaching
****************************************************
Make a ton of money while helping other people get organized.
Become an affiliate of mine. If you like my information refer people to my books, CDs,
DVD products and training programs and actually get paid for it.
http://www.OrganizeEnterprise.com/affiliates
******************************************************
=======================================================
2. Advanced Time Management Skills Article
=======================================================
Don't Procrastinate! Teach Your Child Time Management
by Sue Douglass Fliess
As a busy parent, you may be thinking: Teach my child to manage his time? I can’t
even manage my own! Then it’s decided. There’s no better time to start than the
present. And while teaching your child how to best manage his time, you may just
learn a trick or two about becoming more productive yourself.
Time management is really just a fancy way of describing balancing more than one
opportunity or responsibility at once. Like any other skill, it takes practice. But
while most parents make it a point to teach their kids how to brush their teeth or
show them dozens of times how to wash their hands properly, few drill them in
organizing the hours in their day. By showing your child early on how to manage
his time, you are instilling a skill he can use long after he’s donned his college cap
and gown. This is a skill he can use for life.
Didn’t get an early start? It’s never too late to teach kids how to organize their
week and prioritize their ‘to-do’ list. Christi Youd, president of Organize Enterprise,
It’s a skill every child needs to thrive. If we don't train them in good habits while
they are young, they will spend the rest of their lives trying to shake a bad habit.
Here are her top five tips for teaching children the importance of time management:
Help your child make the distinction between what is important and what is urgent.
Important means it will help them obtain the quality of life that is most valuable to
them. Urgent just means it needs immediate attention.
Encourage them to work on the things that are important first.
Help your child make a hierarchy of priorities they can use as a master checklist
to make better time management decisions. For example: prioritize the following
values: Family, Health & Fitness, School, Personal Development, Community,
Friends. Add or eliminate values here depending on what’s important to you and
your child.
Within each value, prioritize activities to perform. For instance, under School, she
may have 1) complete homework assignments, 2) study for tests 3) work on large
projects, etc.
Have your child practice using the hierarchy of priorities when making decisions
about how to utilize his time. Give him different scenarios and let him consider what
should be done first, second, and third. For example, if he wants to go to a friend’s
house, but also has to read the next 3 chapters of his science textbook, ask him to
weigh his options. If he does the assignment now, he may be able to stay at his friend’s
for dinner. If he chooses to do the assignment later, he has to be home before dinner so
he’s not up late doing schoolwork. Work with him to figure out the best use of his time.
Each evening have your child list on paper everything she needs to do, and use her
hierarchy of priorities checklist to help her choose the top five or six priorities for the
following day.
Managing time well is a learned thing. And it only gets harder as life goes on. The fact
is, there are more opportunities in life than there is time to do them. Start kids early at
learning how to weigh their options. Not every task is equally important and not every
task is equally urgent. Help your child determine what things can or cannot wait, and
then, depending upon what they choose to tackle first, discuss how that will effect the
rest of his time that day. He’ll start to learn how much time he needs to allocate to
certain responsibilities and will improve his productivity too.
Don't forget to absorb some of these lessons yourself. Create some of your own
checklists and priorities. Hopefully, teaching your child to do the same will make
it to the top 5.
"Reprinted with permission from Education.com" You may view
at http://www.Education.com
*********************Sponsor***************************
Free special report "25 Quick Tips to Help You Finally Get Control of That Messy
Environment" http://www.OrganizeEnterprise.com/25quicktips
********************************************************
********************Topic Competition*******************
I want to hear from you what topics you want my Ezine articles to address.Submit
your ideas of organizing topics you think the subscribers to Organized to Succeed
would like to read about and I'll use entries for future articles.I will select a winner
based on the number of ideas and quality of ideas they submit. Remember to consider
both the corporate and residential subscribers. The winner of the competition will
receive a free copy of my brand new product "Training Wheels for Business" teaching
you how to organize your office. It can be used for both a traditional office and an
office in the home. It's valued at $349 even though my subscribers get a discount and
the winner of this competition gets it absolutely free. Send your ideas to
Christi@OrganizeEnterprise.com.
*********************************************************
=========================================================
3. Clutter Clearing Technique Series
=========================================================
Establish some boundaries on how much of your living space you will dedicate to the
storage space for memorabilia or sentimental attachment items. Keep a memorabilia
box for each member of the family.I call it their Treasure Box. As precious items and
documents come into your home decide what you want to put into the treasure box.
Once that one treasure box is full you have to pick the top 10% of their best stuff until
you are able to fit it all inside the treasure box and let the rest go. This way you ensure
your sentimental attachments don't turn your living space into a storage unit for all that
memorabilia.
***********************Coming Soon***********************
I'm about to release a new product.It is soooo close to being ready. It is called
Organize Enterprise's Training Wheels for Business. It's an 8 DVD training program
to be used for personal use or for training the entire team during the weekly team
meeting. Watch for it in next months issue and get all the details.
************************************************************
===========================================================
4.Overcoming Mental Obstacles Tip
==========================================================
The following is an exerpt from my "30 Days to a Clutter Free Home" coaching program.
To learn more about my 30 Days to a Clutter Free Home coaching program go to
http://www.OrganizeEnterprise.com/coaching
Today we are going to address one of the largest contributors to clutter in a home. Some
of you are keeping items, not because you are actually using them, but because they
represent something from your past.
I’m not suggesting that the past is not important. Make sure you hear me. I’m a world,
nation, religion, and family history buff. I derive great strength from the lives and examples
of my ancestors and prominent figures and events throughout history. I think the past is
extremely important. I just recognize and advocate that it is a mistake if you try to keep
objects from the past.
There are several factors that could cause you to hold onto objects from your past.
Perhaps you have had loved ones who have passed away and you acquired some of
their things. Perhaps you, a significant other, or a child used, wore, or did something in
the past. You are keeping the object for nostalgia or keepsake purposes. Perhaps you have
acquired a collection of photos, memorabilia, correspondence or other such items. Perhaps
us to spend a few minutes figuring out why you do that. Once you understand why you do
that, and how those objects meet a need for you, you can make a conscientious choice. You
can choose whether or not you want to continue to have non-living objects meet that need.
You can choose to find an alternate method to meet those needs. Perhaps you’ll discover a
method that doesn’t cause you so many problems.
I’m a big believer in need awareness and need fulfillment. I recognize that people keep stuff
because if fulfills a need for them. I have no interest in stripping people of their needs. I have
needs. I don’t want anyone to expect me to give them up. What I hope to accomplish is to
help you recognize what your needs are and then find a better way to meet your needs. Thus,
you get to keep your needs, and you get to have your needs fulfilled. You just discover a
better way to do it.
People keep objects from the past because they want the past life to continue somehow.
Perhaps you feel loss if the objects from the past do not stay a part of your life. Let’s dig a
little deeper to see why it is so important for the objects from the past to remain a part of your life.
One reason may be because you feel like you have unfinished business which you long for the
opportunity to bring closure to. Either never having said I love you as much as you wanted to
or never getting the experiences you hoped for or wished for. Even the fact that you no longer
get to experience that particular stage of life, either by yourself or with others makes you feel
pain. It makes you feel like you’ve been cheated,as if something has been left undone. You keep
hoping for closure.Even if your children are alive and still sharing life with you, they are no longer
in that precious stage of life. You want it back.
Another reason may be that you want proof or validation that you love and honor the people’s
lives from the past. If you do this I’m assuming relationships are extremely important to you.
You want to keep those relationships strong by having proof that you cared about that person
or that stage of life. You look to tangible objects as that form of proof. The only problem with that
is, what does keeping an object from that person or that stage of life prove? If your mother used
a stick and you kept the stick for 60 years to come, how does that equate to you really loving her?
I know many of us have come to believe that is what it means, but I can’t help but wonder where
did we get that connection? How did we get that linked up in our heads?
Let me put it another way. When you think about your children and grandchildren showing you
that they respect, love, appreciate, and honor the life you lived and the love you offered. You
would probably prefer they prove that by living an honorable life themselves, by the legacy of
principles and faith they pass onto future generations, by the contribution they make to mankind,
not by keeping your stick forever. It will be easier for you to let go of things from the past if you’ll
imagine a conversation you have with your ancestors or posterity years in the future. Can’t you just
hear it now? They ask you, In what way did my life impact you? In what manner did you put what
I taught you to good use? What proof do you have that you took your relationship seriously? You
say, Well, I kept your stick for 60 years. I’m sure they will look at you and say, What on earth did
you do that for? Is that seriously what you did after all I offered you? You kept my stick?!? I guess
what I’m trying to suggest is that you honor the lives and the time spent with your ancestors and
children by doing things that truly mean something. Things such as the life you live, the legacy you
pass on, the love you share, and the contribution you make.
Yet another reason you may keep objects from the past is you want to be able to go down
memory lane and experience the feelings of nostalgia any time you want. That experience brings
many people joy. Joy is an experience we all long to have. The question I want to present is this,
Is there a way to go down memory lane without keeping things in the form that requires so much
space and maintenance? What if you were to take a picture of the object and write three lines in
a journal to trigger your memory of what that object meant to you. You could keep a lot of
memories in very little space. You could take it one step further and scan it into your computer
so you have it preserved in a way that requires even less physical space. You would still meet
your need of enjoying nostalgia and memory lane without experiencing the problem of having too
much clutter and too many things to maintain. Ask yourself, What need does the object fulfill that
a picture of the object and a brief journal entry couldn’t fulfill just as well?
The remainder of this article will be posted in the Ezine two issues from now. To purchase the full
30 Days to a Clutter Free Home coaching program go to http://www.organizeenterprise.com/coaching
***************Need a Speaker?*****************************
Christi Youd is available to turn your meeting into a great success. Hire Christi to train your
team on how to organize their office for success and boost their personal productivity.
http://www.OrganizeEnterprise.com/speaking Get paid for referring Christi Youd to your
meeting planner or training department. http://www.OrganizeEnterprise.com/affiliates ************************************************************
============================================================
5. Organization Humor
One of my subscribers was telling me about a funny situation. Apparently the wife was quite
the "Hanger On'r" She kept everything. She collected more and more stuff all the time.It was
really beginning to try the husbands patience. So one day the husband decided he was going
to de-junk the house. He came across some Christmas lights, rolled them up neatly and
carefully. He taped them with electrical tape and gave the tape a special marking like he did
all his donations. He hauled them off along with alot of other stuff to the good will facility
without saying anything to his wife. A few days later the wife was browsing at the goodwill
facility looking for some treasure at a great bargain. She came across these Christmas lights
that were a perfect match with the lights they had at home. She bought them and hurried home
to tell her husband about her excellent find. Whe she showed the lights to her husband he took
them in his hands and looked closely at them. Sure enough there was his electrical tape with his
special marking. I guess there are multiple ways to make a donation or contribution to the good
will facility.
The "Organization Humor" column is an opportunity for subscribers to submit funny stories of
experiences they've had or heard of that pertain to clutter, chaos, de-cluttering,organizing, or
boosting their productivity. You may submit a funny story by writing me at
Mailto:Christi@OrganizeEnterprise.com (AOL users just copy the email address--not the
'mailto' into the 'to' line of your email program) Its exciting to see your story published even
if you submit it anonomously.
============================================================
6. Websites to get your organized.
1. http://www.OrganizeEnterprise.com
2.
==========================================================
Articles for your publications
============================================================
I have many articles available for reprint in your publication, company newsletter,etc. You
may use articles written by me that you see in Organized to Succeed. Articles I have written
can be viewed at http://www.OrganizeEnterprise.com/ezinebackissues.html All you have
to do is print the article in its entirety along with the authors byline shown below. I would
appreciate a tear sheet or electronic copy too. Thanks
Authors Byline:
(C) 2006 Christi Youd. Christi Youd is a professional speaker, organizer, founder &
president of Organize Enterprise LLC. She's the bestselling author of Organize Your
Home in 10 Minutes a Day and Organize Your Office for Success. Christi presents
keynotes and seminars on organization, productivity at home and at work,and life
management. Contact her at 801-756-3382 or http://www.OrganizeEnterprise.com
To subscribe to Christi's free bi-weekly Ezine go to http://www.OrganizeEnterprise.com/ezinesubscribe .
************************************************************
To subscribe to Organized to Succeed visit http://www.OrganizeEnterprise.com/ezinesubscribe.html
************************************************************
Organize Enterprise /
P.O. Box 876, American Fork, UT 84003 /
(801)756-3382
Mailto:Christi@OrganizeEnterprise.com
http://www.OrganizeEnterprise.com
SUBSCRIBE TO OUR FREE EZINE!
##########################################################
Organized to Succeed
Circulation 1,537
Vol. 2 Number 6 - September 7, 2007
Publisher: Christi Youd Christi@OrganizeEnterprise.com
http://www.OrganizeEnterprise.com
(C) Organize Enterprise LLC
##########################################################
Where this is a text message you may have to copy and
paste links into your browser. I apologize for the
inconvenience.
Please recommend this E-Zine to anyone you
know who is interested in being more successful
in their professional or personal lives by
applying organizing principles.(It's a good way
to stay in touch with client's too.) You don't
even have to mail them an article.
http://www.OrganizeEnterprise.com/recommend.html
If you are receiving this issue as a forward, and
would like to get your own free subscription, visit
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anymore click the link at the bottom of this email.
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===========================================================
IN THIS ISSUE
===========================================================
1. Quick "Organized To Succeed" Tip
2. Advanced Productivity Skills Article
(Beginners should read this too)
3. Clutter Clearing Technique Series
4. Overcoming Mental Obstacles Tip
5. Organization Humor
6. Websites for Getting Organized
****************** OUR SPONSOR **************************
Organize Your Office for Success is now available in
paperback. Specific How-To guidelines walk you through
how to set up your own work processing system, how to
de-clutter and organize all the paperwork and objects
in your office, and how to overcome the mental obstacles
that keep you buried in clutter and frustration.
Details: http://www.OrganizeEnterprise.com/organizeyouroffice
**********************************************************
==========================================================
1.Quick Organized to Succeed Tip
==========================================================
Habits can make or break your ability to stay organized.
The best habit you can maintain is to spend five minutes
before you leave the office for lunch and five minutes before
you leave your office at the end of the day straightening
up your office. Doing this habit daily will pull even
the most disorganized office into shape.
**********************************************************
Want to clear the clutter at home as well? My "30 Days to
a Clutter-Free Home" coaching program will help you
accomplish it. With DVD consultations to teach you and
step by step written instructions that walk you through
the entire process. It will be just like having your own
personal professional organizer.
http://www.OrganizeEnterprise.com/coaching
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Make a ton of money while helping other people get organized.
Become an affiliate of mine. If you like my information
refer people to my books, CDs, DVD products and training
programs and actually get paid for it.
http://www.OrganizeEnterprise.com/affiliates
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===========================================================
2. Advanced Productivity Skills Article
===========================================================
Work Less, Produce More: 5 Steps to Delegating with Authority
By Christi Youd
(This article was published numerous times around the nation)
If you’re one of the many business professionals today
trying to do more in less time, you know that delegation
is a must. Unfortunately, the majority of business people
reveal that they dislike delegating. Either they believe
the delegated task will fall through the cracks and never
get done, or that it will get done, but not to their liking.
As such, they refuse to delegate anything to anyone unless
it’s absolutely necessary, and even then they often opt to
work longer hours rather than turn the task over to someone
else.
Realize, though, that not delegating causes more stress to
you and leads others to believe that you don’t trust them
or don’t want them to take on new responsibilities. That’s
when people view you as a control freak who refuses to
let anything go.
The good news is that effective delegation follows a
simple process that anyone can learn. And whether you’re
a manager overwhelmed with deadlines and meetings or a
business owner trying to stay on time with multiple projects
and travel schedules, the following five tips will enable
you to delegate effectively and be more productive.
1. Be committed to the full delegation cycle.
Proper delegation is actually a cycle. Think of it like
the links of a chain, where each link interacts with others.
Every link has four points, just as the delegation cycle does.
The top of the link intertwines and comes away from
the link above it. This represents the task coming to you
from some other source, such as a supervisor or customer.
The link then circles around and interacts with the
links next to it and below it. One side of the interaction
represents you delegating portions of the assignment to others.
The other side of the interaction represents you
following up to get a report from the people you delegated to.
Finally, the link completes the cycle and returns to its point
of origin. This represents you forwarding the report, decision,
or findings to the source that originally gave you the task.
Be sure to complete all four points of interaction with every
assignment. If you neglect any of these four points, the link
is broken and the chain loses its strength. That’s when the
delegation process fails.
2. Delegate in writing.
Often the delegation process breaks down because the person
being delegated to is unclear on the details of the assignment.
And rather than ask you for clarification (and possibly appear
incompetent) the person sits on the assignment hoping you’ll
give some additional clues about what you really want. That’s
why you need to put every delegated task in writing.
The written document can be a simple e-mail or it can be
something more formal, such as a detailed process sheet.
The purpose of writing the task out is that it causes you
to slow down enough and include all the details someone
needs to complete the task successfully. Additionally, your
written note provides clarification for the person who
receives it. He or she can refer back to your written
instructions while doing the task to make sure the work is
being done right.
Yes, written delegation takes more time then verbal delegation.
However, remember that for every minute you spend writing out
the details, you save one hour in execution.
3. Train your team members to report back on time.
In your written instructions, be sure to tell people when you
want them to report back to you, both with progress updates
and the final product. Be specific. For example, rather than
say,Please give me regular updates on your progress,say,Please
provide me a status update every Friday at 2 p.m. for the next
two months, or until the project is completed. And instead of
saying, Finish this by Wednesday, say, Please complete this
task by noon on Wednesday.Being specific removes any guesswork
and enables your team to live up to your expectations.
When team members report back on time, make a big deal about it.
Thank them for completing the assignment and congratulate them
for reporting back within the timeframe outlined. Likewise,
when they fail to report back on time, make an even bigger deal
about it. Even if they completed the task but didn’t report back
to you with the final product, help them realize that reporting
back is every bit as important as getting the task done. With
every delegated assignment, you need to reinforce the importance
of reporting back in a timely manner.
4. Use a reminder system to ensure proper follow up.
Never delegate an assignment and completely leave it up to the
other person to make sure it gets done. Just as the person you
delegate to needs to be accountable for reporting in, you need
to be accountable for following up.
Your reminder system can be your daily planner, a tickler file
system, or any other system that works for you. Place a note in
your reminder system to follow up with a team member if you have
not received the report, update, or task as requested. So if you
give the team member the deadline of Friday at 2:00 p.m. for a
progress update, then you enter into your own reminder system to
follow up with the person at 4:00 p.m. if he or she does not meet
that deadline. Give the team member the full opportunity to report
to you before you track the individual down for follow up.
Important: Only follow up when the person misses a requested
update or deadline. You don’t want to train people that you will
be following up with them on a regular basis, as that leaves the
task’s responsibility with you. Rather, you want to train them
that they are expected to report back to you, making them
responsible for the delegated item. That’s why you set the
progress updates and deadlines in writing. If they don’t report
as scheduled, you must follow up. If they don’t report and you
don’t follow up, the delegation cycle is broken and the process
fails.
5. Report back to the person you received the assignment from.
Just because you receive the delegated task back completed (and
to your satisfaction) doesn’t mean you’re done. Always remember
to complete the cycle by reporting back to the person who initially
gave you the task. Tell your boss the findings; give the customer
the information he or she needed; share your report with the Board.
Keep the communication chain in tact so others learn that they can
trust you as well.
Delegate to Win
If you want to free up some of your time so you can focus on your
core duties or income producing activities, you need to delegate
effectively. So examine those tasks that are repetitive in nature
and decide which ones someone else can do. Then delegate effectively
by writing out your task, training people to report on time, doing
proper follow up, and finally completing the cycle and reporting your
results. Taking the time to get the delegation process right pays great
dividends, in the form of increased productivity, on-track company
objectives, and reduced work-related stress.
*********************Sponsor****************************************
Free special report "25 Quick Tips to Help You Finally Get Control of
That Messy Environment" http://www.OrganizeEnterprise.com/25quicktips
*********************************************************************
********************Topic Competition*******************************
I want to hear from you what topics you want my Ezine articles to address.
Submit your ideas of organizing topics you think the subscribers to
Organized to Succeed would like to read about and I'll use entries for
future articles.I will select a winner based on the number of ideas and
quality of ideas they submit. Remember to consider both the corporate
and residential subscribers. The winner of the competition will receive
a free copy of my brand new product "Training Wheels for Business"
teaching you how to organize your office. It can be used for both a
traditional office and an office in the home. It's valued at $349 even
though my subscribers get a discount and the winner of this competition
gets it absolutely free. Send your ideas to Christi@OrganizeEnterprise.com.
***********************************************************************
=======================================================================
3. Clutter Clearing Technique Series
=======================================================================
Keep a recycle box within arms reach of you while you are sitting behind
your desk. As each piece of paper comes into your office ask yourself,
"Can I discard this yet?" If you can discard it put it into the recycle
box. Every time you handle the paper ask yourself the same question.
Discard as much as you can as soon as you can. If you are not sure whether
or not it is safe to discard ask yourself, "Under what circumstances will
I for sure use this again?" or "In the unexpected event that I do need
this again is there another source I can get a copy from? This strategy
is known as keep the source, lose the paper. It will help minimize paper
clutter in the office.
***********************Coming Soon**************************************
I'm about to release a new product.It is soooo close to being ready. It
is called Organize Enterprise's Training Wheels for Business. It's an 8 DVD
training program to be used for personal use or for training the entire team
during the weekly team meeting. Watch for it in next months issue and get
all the details.
***************************************************************************
===========================================================================
4.Overcoming Mental Obstacles Tip
===========================================================================
The following is an exerpt from my Organize Your Office
for Success book.It addresses the mentality that being
organized requires one to be to strict or too structured.
A painful association people make about being highly
organized at the office is the concern that being organized
to that extent is too strict or too structured. In other
words, you fear the loss of freedom,flexibility, and control
over your own life.
To be organized at the office means to have a structured
schedule where activities are compressed and organized in
a manner that enables you to perform atthe height of
efficiency and effectiveness. It means you have structured
behaviors such as habits and routines that help you be
efficient and effective in your work. A structured schedule
and structured behavior gives you more freedom.
It gives you time freedom.When you add structure to your
schedule meaning you compress each task and activity so it
takes less time and you stack your tasks and activities in
a structured manner throughout your day they take less time
in your day (less space in your container).
I have worked with dozens of clients on structuring their
schedule and behavior. On average they have found this
practice frees up two hours a day.
Phillipe reserved the time from eight until eleven in the
morning for meetings.He compressed each meeting so they
were scheduled to be 45 minutes long instead of one hour
long. He put the meetings back to back so there was no
time wasted in between meetings. He also structured all
his outgoing telephone calls. He made all his calls back
to back in one sitting. He was careful to get straight
to business and keep the matters discussed as brief as
possible. He didn’t waste any time between calls and he
kept the length of each call to a minimum. He did the same
thing with his email. He checked it only twice a day and
returned all emails back to back and kept his responses
as brief as he could. He followed this pattern with all
the activities and tasks that filled his day and he found
that by doing this he was able to free up an additional
two hours each day.
Patricia dealt with a high level of interruptions. If the
interruptions took less than 60 seconds for her to deal
with it she went ahead and took care of it. If the
interruptions were going to take longer than 60 seconds
she scheduled the interruptions into her day. In other
words she would say "I’m in the middle of something right
now, can I help you with that at (time of day) later today?"
She reserved a set amount of time each day specifically for
dealing with lengthy interruptions. She scheduled them
back to back and always for a little less time than what she
thought she would need for them. That way she approached each
issue in an efficient manner. By scheduling interruptions
she was able to protect other times of the day for her work.
She estimated this process saved her anywhere from an hour
and a half to three hours a day.
Solomon reserved the first hour of each morning to meet with
his administrative assistant. His administrative assistant
would screen all his calls and emails throughout the day and
would bring them to Solomon’s attention during their morning
meeting in order of their priority. Solomon would dictate
assignments to the administrative assistant to handle all
the emails and phone messages. Solomon’s administrative
assistant oversaw all scheduling for Solomon and would let
him know what his schedule was for the day as well as have
all documents in order for the scheduled appointments. If
there were any preparations needed for the day’s
appointments Solomon would delegate as much as possible
to the administrative assistant. The morning meeting would
facilitate an exchange of mail, email, phone messages,
schedule, assignments, accountability and follow up for
all previous assignments. Solomon also had five heads of
departments that needed his attention on a regular basis.
Rather then interrupt each other all day each head of
department had a set time to meet with Solomon each morning
and go over any business, needs, ideas, and priorities. If
a matter arose during the day and it could possibly wait
until the next day’s meeting it was held until the
scheduled meeting. Solomon scheduled these meetings back
to back immediately following his meeting with his
administrative assistant. Solomon found that this process
freed up two hours a day.
If a structured schedule and structured behavior frees up
two hours a day, 365 days a year, 10 years a decade, eight
decades a lifetime. That equates to 58,400 hours or
2,433 days that you get to use pursuing anything you choose.
What would you do with that time? Would you pursue your
life’s passion? Would you exchange it for wealth,
relationships, spirituality, or personal or professional
development? You are free to choose what you do with that
time. Your structured schedule and behavior gives you that
freedom of choice. It gives you freedom from the
limitations you experience in your current life. Limitations
of wealth, rank or position. It allows you to have
stress-free moments, comfort on the job, creativity,
personal and professional development, quality time you get
to spend with your spouse and children, and so much more.
A structured schedule and structured behavior gives you
freedom from stress. You are better prepared for every occasion.
You don’t have to consume your reserve of physical,mental, and
spiritual energy adapting or responding to every little thing
that comes up. Some people get addicted to the stress that a
chaotic schedule or chaotic behavior creates. It gives them an
adrenaline rush to be that stressed. Remember that having that
stress consumes your reserves. It reduces what you are capable
of handling. By getting rid of the stress that an unstructured
schedule and unstructured behavior creates you increase your
capabilities. The greater your capabilities are the greater
your opportunities are. Another thing to consider is your
quality of life. If you are stressed at work how does that
impact your health, your relationships both at work and at home,
your mental and emotional wellbeing, your passion for life?
Jared worked long hours. Every hour was highly stressful. He
ran from one thing to the next and was constantly having to
adapt to whatever crisis or interruption would arise. He was
exhausted and felt out of control. We put some control back
into his life and lowered his stress level by adding structure
to his schedule and activity. Everything was assigned a home
of where it belonged whether it was physical objects,appointments,
mini-deadlines, or interruptions. It helped him feel like he was
in control and like he could handle whatever crisis or
interruption came his way.
A structured schedule and structured behavior gives you more
flexibility. It opens doors of opportunity to you that were
otherwise closed. It allows you to choose your path rather
than to follow whatever path was laid out before you.
Drake followed routines throughout his day. One of the
routines he followed at the end of the day was to spend
five minutes tidying up his office and then prioritize
his work for the following day. By doing this simple
routine Drake kept the flexibility of choosing what work
he did the following day. Working on what was truly most
important to him rather than just reacting to whatever
happened to scream for his attention. Drake also realized
that by following the structured schedule and routines that
Phillipe, Patricia, and Solomon did as mentioned above he
too was able to save two hours a day. Every day Drake had
total flexibility on what he did with those two hours.
Some days he worked on a project that would advance his
career. Other days he went home early and spent some quality
time with his wife. Other days he took someone in his
business circle to lunch in order to strengthen the
relationships that would help him reach his goals. It was
totally up to him what he did with those two extra hours.
Drake loved the flexibility this provided for him.
A structured schedule and structured behavior gives you more
control over your own life. You are in control of how much
time you spend in a meeting or on a telephone call. You
control what time you start and end your work day. You
control interruptions,work flow, the level of accomplishment,
income, priorities The list goes on and on.
You have a simple choice to make. Do you want to remain
stuck and confined within the limitations of your old
interpretation of what a structured schedule and behavior
means to you? Or, Do you want to gain all the freedom,
flexibility, and control over your own life that an
empowering interpretation provides you? Which
interpretation of a highly structured schedule and behavior
are you determined to hang onto?
**********************Need a Speaker?*****************************
Christi Youd is available to turn your meeting into a great
success. Hire Christi to train your team on how to organize
their office for success and boost their personal productivity.
http://www.OrganizeEnterprise.com/speaking Get paid for referring
Christi Youd to your meeting planner or training department.
http://www.OrganizeEnterprise.com/affiliates
******************************************************************
==================================================================
5. Organization Humor
The other day we were at a family party celebrating all the
birthdays for the month of August. My son received some
junky toys that you would find at the dollar store as one
of his gifts. He leaned over to his brother and said just
a little too loudly, "I bet Mom has that to the goodwill
facility by Friday."
Ouch! Evidently I'm a little too quick to donate things to
the goodwill facility. What can I say- it works for me.
====================================================================
6. Websites to get your organized.
1. http://www.Ultoffice.com
2. http://www.Levenger.com
3. http://www.TheWriteStuffInc.com
4. And of course http://www.OrganizeEnterprise.com
====================================================================
Articles for your publications
===================================================================
I have many articles available for reprint in your publication,
company newsletter,etc. You may use articles written by me
that you see in Organized to Succeed. Articles I have written can be
viewed at http://www.OrganizeEnterprise.com/ezinebackissues.html All
you have to do is print the article in its entirety along with
the authors byline shown below. I would appreciate a tear sheet
or electronic copy too. Thanks
Authors Byline:
(C) 2006 Christi Youd. Christi Youd is a professional speaker, organizer,
founder & president of Organize Enterprise LLC. She's the bestselling
author of Organize Your Home in 10 Minutes a Day and Organize Your
Office for Success. Christi presents keynotes and seminars on organization,
productivity at home and at work,and life management. Contact her at
801-756-3382 or www.OrganizeEnterprise.com. To subscribe to Christi's
free bi-weekly Ezine go to www.OrganizeEnterprise.com/ezinesubscribe.
************************************************************************************
To subscribe to Organized to Succeed visit
http://www.OrganizeEnterprise.com/ezinesubscribe.html
************************************************************************************
Organize Enterprise / P.O. Box 876, American Fork, UT 84003
/ (801)756-3382 mailto:Christi@OrganizeEnterprise.com
http://www.OrganizeEnterprise.com
SUBSCRIBE TO OUR FREE EZINE!