Category Archives: Office Organizing

Office Organizing. Includes filing systems, paper management, time management, workflow procedures.

Set Yourself Up For Success When Working From Home (Part II)

For those of you who didn’t receive or read last month’s newsletter, this is a continuation, Part II, of my article “Set Yourself Up for Success When Working From Home”.

The following are some great tips to follow to be more productive and efficient when working from home.

1. Work Center: The first thing I would highly recommend is to create a centralized work center:
• This area should contain everything you need 90% of the time.
• These items/supplies/files need to be accessible.
• It would be best if you can set this up so that what you need is within arms’ reach.
o If that’s not possible always make sure to have what you do need before starting your work to avoid unnecessary distractions, interruptions or delays.

2. Connect: While working from home, we don’t have the same opportunities to build and maintain the personal connections that we would normally have when working with the same people in person. Therefore, it is extremely important to be vigilant about staying in touch with clients, colleagues and other associates.
• Do something every day to maintain relationships and form new ones.
o You can call, text, email. Send a note via facebook or Linked-In.
• When it’s appropriate and safe to do so, meet with people face to face.
o In the meantime, use whatever works for you, i.e., zoom, facetime

3. Contact Management System: Having a way to funnel all of your contacts and other pertinent information into one place allows information to be easily tagged and retrieved.
• On-line contact management systems and CRM’s have become increasingly more popular and there’s a good reason. It works! I use a CRM in my business daily and in so many different ways that I can’t imagine running my business without this tool. The possibilities are endless. Some of the ways that it can be utilized:
o Data Bases:
 I have data base lists for: my clients, one for vendors, one for each of my networking groups.
o Reports:
 Ability to run reports for just about anything: income by day, month, year and/or client; who referred business and when.

4. Paper Processing Center: Whether your office is the kitchen table, a converted closet, or a corner suite, you need a quick and easy way to handle paper.
• Until you’re completely paper-less, it’s a good idea to have one place for paperwork, i.e., an inbox. Incoming items like meeting notes, business cards, bills and items to read should be placed in your inbox, rather than dumping them in a pile on your desk.
• It would be great if you had a trash can and shredder located at this designated “place” to avoid the build-up of unwanted paper (flyers, solicitations)
• Create and implement a simple filing system.
o The most important thing to remember is that whatever system you create should be practical to YOU.
o The key to an efficient system is your ability to find and retrieve your files quickly.
 It is imperative that you name/label your files so that you can easily find what you need when you need it.
• Keep your current project(s) and active file(s) in a vertical¬ desktop file holder or file drawer within easy reach.
• Schedule File Time:
o No one likes to file paper but, it is a necessary evil. Set a weekly appointment on your calendar to go through your inbox and process the items inside.
 Keep in mind your inbox is a holding spot that’s meant to be emptied. It’s not a file cabinet!

5. Master Calendar: Too many of us use several calendars, or sticky notes, and invariably lose information, dates, appointments and contacts in the madness.
• Decide on what calendar system best serves you and use it consistently. Remember there is no right or wrong way.
o When you find something that you like, use it for at least three weeks to see if it works for you.
 Whatever you choose, you must be willing to use it consistently.

How To Set Yourself Up For Success When Working From Home (Part I)

Working from home is most definitely not for everyone. But, right now, many of us have no choice. 

As a small business owner, I personally love working from my home office. No commuting, my schedule is more flexible and I can work in my pj’s if I want. For many, the thought of working in pajamas, not spending hours in traffic and scheduling their own time is a dream come true. 

However, when the line between home and work gets blurred, things can get a little complicated. Working from home can be more difficult than it seems and it actually requires a lot of discipline to make sure you’re staying at the top of your game. 

If you want to be successful while working from home, your home office needs to be comfortable as well as functional. You will undoubtedly spend a lot of time in your home office and, therefore, you’ll want to create an environment that you’ll enjoy.  

Here’s a few tips to help you work from home efficiently:

Treat your home office like a “real” office: 

·     One of the best ways to maximize working from home is to act “as if” you’re in a “real” office. 

·     A desk in the family room or at the kitchen table just doesn’t give you the privacy and quiet you need to focus on work. If at all possible, set yourself up in a room where you can shut the door.

 

Have The Right Supplies:

·     Office supplies should be accessible in one centralized and convenient location.

·     A well-supplied office contains: pens, pencils, post-it notes, paper clips, binder clips, a stapler, tape dispenser, file folders, mailing supplies, label maker, rubber bands, etc. 

·     Keep an inventory of supplies so you know what you have and avoid needlessly buying something you already have.

  • ·     You can literally save hundreds of dollars by not having to repurchase already-existing supplies.                                  

 

Set It Up For Success: You’ll need:

Proper Lighting:

  • ·     Take advantage of natural lighting if possible.
  • ·     However, if you’re someone who prefers to work in the evening, you’ll need good lighting.

·     Comfortable Chair: Invest in a comfortable, ergonomic chair. You’ll feel better and your back will thank you.

·     Technology: Ensure you have good working hardware and software and that your internet connection is working properly.

·     A Desk: It is important that you have an efficient work space.

  • ·     If your work is primarily done on a computer and entails very little paper, a small desk will do.
  • ·     If you like to spread out with paper reports and reference material close by, you might need a larger desk.
  • ·     If it’s more comfortable for you to stand and work, consider an adjustable or standing desk.

 

Keep Clutter to a Minimum: Clutter not only slows you down physically, but mentally as well.

·     Declutter your space.

·     The best way to maintain an organized desk is to make cleaning it a habit. 

·     Allocate some time each day to making sure it stays organized.

  • ·     Just like the other important tasks you need to complete each day you’ve got to schedule time to straighten up.

·     Before leaving your office, spend a couple of minutes throwing away obvious trash (coffee cups, food containers, random post-it notes, etc.)

·     Put supplies like pens and paper clips back where they belong.

 

Create Structure: Set-up routines that work for you and your unique situation. It will minimize distraction and force you to work efficiently.

·     Get up at a normal hour, have breakfast, get dressed, make your coffee and go to your home office.

·     Determine your office hours and stick to them.

·     Allow for breaks in your day so you can refresh and recharge.

·     Check and respond to emails at scheduled times.

·     Stay off social media and other personal sites until you have your lunch or “leave” for the day.

·     End the day like you would a normal work day and go do what you normally would have done after work (ie, meet up with a friend, exercise, prepare dinner)

 

Boundaries: Set clear boundaries!

·     Keep your work life separate from your personal life.

  • ·     Whether that requires just closing your office door or more drastic measures, be sure you have some systems in place for barring personal distractions while you are at work.
  • ·     Getting distracted by your personal to-do list can be one of the biggest obstacles to effectively working from home and your productivity will quickly go down the tubes.

·     Likewise, keep your personal life separate from your work life. One of the biggest problems for home-based workers is over-working. It’s easy to go back to the office after hours when the office is in your home. Don’t do it!

·     Boundaries while working from home can be especially difficult for people with children. However, setting boundaries and instilling certain habits will help. The sooner you start and the more consistent you are, the better.

  • ·     Place a sign on your office door that lets them know whether it’s alright for them to come in or if they shouldn’t disturb you.
  • ·     For younger kids, use colors: green for “go” and red for “stop.”

 

If you need help with setting up your home office for success, please give us a call at #310-560-5060. We can help!

Top Tips For Setting Up A Home Office

Crazy times! Welcome to the new normal, whatever that means. I guess we all have our own definition of what that means. It seems that everyone is doing what feels comfortable to them. There are, however, some things that we will all be seeing and experiencing at least for the near future. We will be all be wearing masks and/or face shields especially while shopping. Things that we never thought about, but did on a daily basis without thinking about, are no longer acceptable, ie. shaking hands. Elbow bumps or some other greeting like the “Vulcan Salute” (See Star Trek) will now be the new normal.

Many people will no longer be returning to an outside office, even if you were lucky enough to keep your job. Or, you may have an office to go to but may not be required to go there as often as you used to. As such, during the pandemic, many of us have had to set up a home office or at least a space in our home to get work done. Many of us will continue working from home permanently and will now have to create a space where we can work.

Wherever you live, no matter the size, I’m thinking it would be a great idea to create a space in your home so that you can get your work done efficiently. That can mean anything from paying your bills to writing a newsletter or working on a client project. Work comes in all shapes and sizes. But, I think we can all agree that a dedicated work space will make all the difference in the world.

Here’s some tips to set up your home office for maximum efficiency, productivity and success:

1. Make sure:
• It’s comfortable
• It’s functional
• Supplies are accessible

2. Use Technology:
• Make sure your computer has a good internet connection
• Set yourself up for virtual meetings
• Make sure your computer has a camera
• Adjust your background
• Use a phone that has good reception

3. Create a Workspace:
• If possible, utilize the door or partition to close yourself off from others in the house
• Set up a desk and filing cabinet
• Use a desktop file organizer so that whatever you’re working on is vertical (instead of in piles)
• Whenever possible, try to keep anything not work/office related out of that space.
• Your kids toys do not need to be in your work space

4. Keep a Schedule:
• Get up in the morning when you normally do (or did)
• Get to your “office” the same time each day
• Get dressed (not just from the waist up)
• When you look good, you feel good and it changes your mindset and confidence
• Take meal breaks
• Get out of your “office” and don’t eat at your desk

5. Set boundaries:
• Let others know that you are working.
• If necessary, put a “Do Not Disturb” sign on the door
• Start work at a specified time and end work, whenever possible, at a specified time
• Don’t get distracted by social media
• Check social media 3 x per day and set a limit for 5-10 minutes

6. Create systems:
• Filing
• Virtual and physical
• The two should mirror one another
• Follow up
• This is sooo important!
• To Do’s
• To keep yourself accountable

7. Communicate:
• Stay connected with colleagues
• Join or attend virtual networking groups
• Take time for education
• There are so many webinars, seminars and on-line training available

Tax Preparation and Filing Systems. Good Times!

Seems like every article I’ve received for the last few months has been about tax preparation.  So as not to inundate everyone on my email list with yet another article about tax preparation, I chose to write about other things the past few months. However, now that “tax time” is over (for most of us), I thought it would be a good time to put this information out there. 

First of all, I don’t think I’ve ever met anyone who wouldn’t rather be doing anything else besides getting their taxes ready or “doing” their taxes.  I know, and I’m sure you know, a lot of people that have to scramble or spend many hours to pull their paperwork together to file their taxes year after year. So many people just can’t seem to get it together timely and have to file extensions even though we all know that every year on April 15th we have to file our taxes. 

Of course, there are extenuating circumstances and some do have to wait and file in October, but, for the rest, in my opinion, filing an extension just prolongs the agony of having to get this paperwork done.  

Think about this…What if it only took an hour every year to pull your tax documents together? Don’t you think that most people wouldn’t dread it as much? Of course nobody wants to give the government their hard-earned money BUT, I’m thinking it wouldn’t be such a dreadful task if it only took an hour to pull it together.  Truth be told, it should not take more than an hour to pull your tax documents together.   

Here are some suggestions as to how to make tax preparation and other paper challenges less daunting:

A.  If you don’t have a filing system, start one that is easy to use and maintain:

  • Think about what kind of system would work for you:
    • Alphabetical, Numerical, etc.

B.  Get all of your supplies together:

  • Files: make sure you have the right size files for your cabinet or container.
    • Decide if you will use interior files, hanging files, color coded files.
  • Labels: Use a label-maker or labels that you can print from your computer
    • Make sure to name the files correctly so that you can find what you’re looking for.

C.  If you already have a filing system but the papers are busting out of the filing cabinets, purge to make room for the current files:

  • Talk to your CPA to ask how long you need to keep your documents before tossing or shredding anything.

Putting a filing system into place isn’t that difficult. Moreover, once it’s done it’s done!  All you have to do is use it and maintain it.  If done right, it’s just that simple.  Then, whatever you need is there when you need it. No more wasted time looking for papers.   

If you don’t have the where-with-all to do this, CALL me.  I can and want to help. I started Organizing Concepts and Designs 9 years ago after spending 30 years in the Legal Industry as a Paralegal and Legal Assistant. I am familiar with the IRS Retention Guidelines and am well aware of what documents to keep, what documents can be tossed, which ones should be shredded and what needs to be archived (and for how long).  We can implement a filing system tailored to your needs.

Bottom line is…keeping your paperwork organized will save you a substantial amount of time and money.

Top 10 Times to Hire a Professional Organizer

“Organization isn’t about perfection; it’s about efficiency, reducing stress and clutter, saving time and money and improving your overall quality of life.”    ~ Christina Scalise ~

If you are going through a major life transition that’s left your home in disarray, have a big move in your future or are simply overwhelmed by clutter, a Professional Organizer could provide the help you need.

Here are the 10 top reasons/times why people should consider hiring a Professional Organizer:

1.You Want to Get Organized But Don’t Have The Time:
· Decluttering and organizing, whether a single room or an entire house, are time-consuming.
· If and when you are able to devote time to your organizing project, it’s always better, quicker and more fun with help. It also helps to get another perspective.
· If “getting organized” has been on your to-do list for weeks, months or even years, consider whether it’s time to finally make it happen.
· A Professional Organizer can guide you through the process, handle the removal of unwanted items and put systems into place so that you can make the most of your space.

2.You’re Moving:
. Hiring a Professional Organizer to help before, during or after a move can be a lifesaver. Leading up to a move, an organizer can help declutter and organize your home and stage your home for sale which can, in turn, help you get more money for your home. A survey by Coldwell Banker Real Estate Corp. found that staged homes spent half the time on the market than non-staged homes and sold for more than 6% above asking price.
· Scaling back before moving also means less weight and less space in the moving truck, which results in a less costly move, something that can have a significant financial impact, especially if you’re moving long-distance.
· Finally, an organizer can help you unpack your belongings in your new home and set up systems so you’re organized from the get-go.
· We make sure that your new home is organized so that things are accessible, functional and look great too.

3.You’re Remodeling:
· Make the most of your new space by hiring a Professional Organizer to optimize every shelf, cupboard and drawer so that your new space functions as beautifully as it looks.
· As much as we’d like to believe that our gorgeous new kitchen will never have piles of clutter on the counters, the truth is that without a plan, we’ll just fall back on our old habits.
· An organizer can make sure your space is set up in a way that encourages order, so it’s easier to keep things organized, even months or years down the road.

4.You Work or Run a Business From Home:
· Whether you telecommute one day each week or run a business from home full time, staying organized can help you stay at the top of your game.
· Office workers waste an average of 40% of their workday. Not because they aren’t smart, but because they were never taught organizing skills to cope with the increasing workloads and demands, Wall Street Journal Report.
· A Professional Organizer can help you rein in a messy home office, organize files and paperwork and set up your space to best support your business.

5.You’re in a Major Life Transition:
· When big life changes are happening — health challenges, the death of a loved one, divorce, the arrival of a new baby, aging parents — the last thing you may want to focus on is organizing. Yet when you have other things going on that leave you without the physical or emotional energy to keep your home life running smoothly, that only adds to the stress and chaos.
· A Professional Organizer can help bring a sense of order to your home when you need it most. Here are just a few ways we can help in a trying time:
o Organize baby gear for new parents
o Help aging parents who need to downsize
o Help you sort and organize a deceased loved one’s belongings
o Get a fresh start and reclaim your space after a divorce

6.Your Papers Are a Complete Disaster:
· Are piles of unsorted papers the bane of your existence? Instead of putting off organizing them yet again, consider hiring a Professional Organizer to help you sort through them.
. Paperwork has been voted the biggest burden for small businesses.
· A Professional Organizer can help you figure out what needs to be kept and which documents can be safely discarded. We can then set up a filing system uniquely tailored to your needs and help you discern which paper management system works for you.

7.One Area Is Driving You Nuts:
· There might one area in your home that just feels disorganized. It could be the garage, attic or basement — or even a storage unit you’ve been renting for so long that you hardly remember what’s in it.
· Professional Organizers are not fazed by overstuffed spaces! We can help you tackle even the most daunting storage area and transform it into a functional space.

8.You Want to Make Everyday Tasks Easier:
· Proper organization can go a long way toward making everyday tasks and routines run more smoothly.
· If you want to eat more healthfully or cook more meals at home, a Professional Organizer can whip your fridge and pantry into shape, making it easier to find ingredients and prepare meals.
· We can also help create a neat laundry room, streamline cleaning supplies and set up routines and systems to make your household run more efficiently. You can then spend your time doing more of what you want to be doing and less time managing your stuff.

9.You Need Accountability:
· If you really want to get organized but you’re just not getting it done on your own, accountability could be the missing piece.
· The great thing about hiring a Professional Organizer is that this person can also act as an accountability partner. Simply knowing that someone will be checking up on your progress can be enough to spur you into action between visits.

10.You’re Totally Overwhelmed:
· If clutter is taking over your home and you just can’t take it anymore, a Professional Organizer can immediately begin to ease your burden.
· You don’t need to feel embarrassed by the state of your home. Most Professional Organizers really have seen it all. Further, as a Member of NAPO, the National Association of Professional Organizers, we abide by a code of conduct and ethics. We do not pass judgment. We’re there to help you.

How we can help: Office organizing

Having an organized office can do wonders to your productivity and work performance. Ensuring your office is physically organized and clutter-free can allow you to focus your time on completing tasks that are important rather than spending essential time looking for items and files.

Office organization is IMPERATIVE and will help on so many different levels: financially, physically, and emotionally. If you look around and are overwhelmed with the amount of clutter, including unfiled papers and disorganized desks, then it’s already evident that you need to put some measures into place to organize effectively. Disorganization can take a toll on various aspects of your life including your mental health as well as the success of your business. Therefore, it’s important that you take care of the problem before it becomes more difficult to manage.

B&A_homeOffice

Increase efficiency and productivity by organizing your office. Once you’ve implemented proper storage and organization techniques, you’ll feel much better about the space you’re working in. Additionally, your time management skills and your productivity will be positively impacted.

Get more done in less time. Once your office is adequately organized, you’ll notice that completing tasks will become a lot easier. The things that once took hours to get done may take a lot less time because you know where to find the things you need and you’ve got a clear work area to carry out your operations effectively and efficiently.

Get your office organized with our effective systems. Uncertain about what measures need to be put into place in order to increase your productivity? That’s where we come in! We can implement systems and strategies uniquely tailored to your needs to get you organized and help you stay organized.

We can put systems into place which can be easily maintained. For many people, maintaining the organization and clutter-free environment is a challenge. We can help you develop a system that makes it exceptionally easy to keep your office organized.

Call us at (310) 560-5060 to get more information on how we can help you effectively organize your office space.