Archive for Office Organizing – Page 2

Do you need organizing solutions for your home office?

MIND OVER CLUTTER is offering a free 30-minute Virtual Organizing Session.

Mind over Clutter logoHere’s how it works:

1. We book a virtual appointment with video chat: Skype, Face Time, Google Hangout, Facebook video or send me photos or a video and chat on the telephone
2. You show me your home office.
3. I recommend solutions for  your organizing dilemmas.

Contact me to take advantage of this free introductory offer via JULIE@MINDOVERCLUTTER.CA

Is it Possible- Family and Running A Business?

Time to schedule, words on blank board hold by a young girl in the outdoor.

Scheduling helps you to use your time in blocks and avoid scattering single tasks throughout the day leaving small segments of unproductive time.

My tip for moms running their businesses from home is about time management.

Running a business and organizing a household is a complex task.  Time management is the key to success and sanity.  Scheduling everything will help:

  • tasks to get completed,
  • commitments to be honoured
  • and make arriving ontime possible

However scheduling everything can be overwhelming initially.  Start by using only one calendar, paper or electronic, for all the activities in your schedule. Try a “clearing your mind” task.  This involves writing down everything you have to do.  Record one task per line on your paper or one  task per entry until you have everything recorded.  Include, exercise, work appointments, social commitments, bill payments, household tasks, children’s commitments, social media, doctor appointments, marketing, networking, trip to the park, birthday parties etc.  After you have them recorded, go back to the top of your list and write the date and time (schedule) when you will complete the task.  Put all of these dates on your calendar remember to include travel time when you schedule tasks.  As you look at your calendar you will be able to determine how much time you have each day, month and year available for the activities that are important to your life, family and business.  It will help to put time into perspective and help determine why you might be feeling:

  • overwhelmed
  • overworked
  • bored
  • tired
  • successful
  • energized
  • excited
  • frustrated

Once you start to schedule everything, it will become easier because many of the entries will be recurring each day, week, month or year.  They will be in your calendar and only new items will need to be add to your schedule.  This will provide a structure that you can rely on to help you with the complex task of running a business and organizing a household.

 

Making Networking Work for You

There are many networking groups available to business people to make connections with potential clients and Meet with others to build relationshipsbusinesses.  Groups meet for breakfast, lunch or supper.  Some groups have an educational component.  Most networking groups are based on building relationships with the members in the group so to be successful choose a group that you can attend regularly for two years.  If you are looking for a networking group go to the Meetup.com site to find a group in your area.

Networking can happening at breakfast lunch or supper meetings

Some people do find that they don’t have enough time in their day to exercise.  Here are 2 ways to combine networking and exercise.

1. Netwalking – Instead of meeting for a coffee , meet while walking.  During the good weather walk outside during cooler weather walk inside on tracks, malls hallways.  Most malls open early and have mall walking programs.

Netwalking

2. Sweatworking – Fitness clubs are starting networking groups.  In this environment you naturally have a common interest, health exercise. This is a  more relaxed atmosphere to build relationships with other networkers.  Here is a great article describing  sweatworking. http://www.forbes.com/sites/learnvest/2015/06/01/sweatworking-the-new-way-to-advance-your-career/2/

Networking while exercising

 

E-mail Running your LIfe?

Are you so distracted by e-mail that you can’t get anything done?

1.  Turn off the audio reminder of e-mail arriving in your inbox so you won’t be distracted from the task you are trying to complete.

2. Set aside two or three specific times of the day to check your e-mail and respond to quick items with a ‘yes’ or ‘no’.  Schedule, in your agenda, longer e-mails to be answered when you have more time.

3.  Cut down on the number of lists and newsletters you subscribe to.  They are just like magazines that lie around waiting to be read and creating a feeling of stress in you.

4.  Keep your inbox empty by creating folders to store receipts, orders, invitation, information etc.

5.  Don’t respond to e-mails from companies and people you don’t know.  Don’t respond to any e-mail asking for or giving you money.

To much email can be harmful

Schedule 2 or 3 times each day to look at e-mail

Active Office

Move more, Sit less

An active office has a standing area, sitting desk and whiteboard

Stand up Sit less Move more

An active office is defined as a workplace design concept that proposes an integrated supportive environment, which aims at the reduction of sedentary behaviors and promotion of a physically active work processes that are characterized by regular changes between different work-related tasks, workstations, and working postures.

 Active Workstation Design

It involves an ergonomically designed workspace that integrates traditional desk workstation with elements such as active seats, standing desks, and whiteboards that, can be used while sitting or standing, to form an interconnected workplace environment .

Studies are showing that it is transitioning from one position to another that is good for your health; it activates muscle contraction and circulation.

Studies suggest that transitions between sitting and standing be made every 30 minutes.

This is a link to a great article http://mi-lab.org/files/2012/02/ActiveOffice-final.pdf 

How to not become a victim of identity theft

Beware of the location of personal information

Here are some tips from Crime Stoppers published May 13, 2013

An estimated 10 million people each year become victims of identity theft. There are things each of us can do to help prevent becoming one.

  • Try not to leave mail in your mailbox for long.
  • When sending mail out that contains any kind of account information, it’s best to drop it off directly into a postal box rather than leave it in your mailbox for your carrier.
  • Pay attention to when your regular bills or account statements are due to arrive and follow up if they are late. Thieves have been known to submit “change of address” forms to divert mailings. Your account information, including utilities, can then be used to set up phony accounts in your name or run up charges.
  • Virtually any document containing more personal identifiers than your name and address can be used by an identity thief and should be shredded. It can be stolen from your purse or wallet, your trash or even your home.
  • Be mindful of where you place bank and credit card statements within your residence if you employ outside help or are having work done inside.
  • When you are required or asked by a company to provide your Social Insurance number, don’t be afraid to ask why they need it and what their policy is to protect it. Businesses are required by law to properly dispose of your personal information.

For more information, visit MichianaCrimeStoppers.com

Filing Options

1. Traditional filing Cabinet

Filing cabinets come in many sizes and colours to suit your style

2. Binders – use binders and dividers to file papers for example, household bills, bank statements, warranties etc

This is a sample, change the titles to suit your system.

3 Rolling Crates/ File boxes on Wheels. – use hanging folders and file folders the advantage to this is you can take them to whatever room you want and the top is open so you can see the files easily.

Crates make your files portable

Crates on wheels make it easy to store away and then move close to your desk

4. Expandable files – use one for each category household bills and income tax, financial and insurance, warranties, 4 more one for each member of the family to store papers relating to them, report cards, immunization, passport and other documents, certificates etc

5. Magazine holders have a holder for each category of paper you need to file.

Magazine folders come in many colours.

Managing E-Mail

Harold Taylor is a time management expert.  He produces a monthly newsletter.  Here is one of his articles.  I hope you enjoy it.

Taylor’s Time Report – December 5, 2012

Managing E-mail

Do you respond to a lot more email messages than you originate? Are you deleting emails unanswered or unread? Are you spending so much time reacting to email that you don’t have time for creativity, relaxation and renewal? If so, calculate your “Reactive Ratio.”

Count the total number of email messages you receive during a day. Include spam, egroup messages and newsletters whether you still read them or not. Divide the total number of incoming email messages by the number that you send during the day. The resulting ratio should be as low as possible.

You can easily calculate this ratio if you don’t delete or move anything until the end of the day – even those that you have answered. The next morning, quickly count the total number of emails received the previous day as well as those sent the same day.
If the ratio is high, take action by cancelling newsletters that you seldom read, get off egroups you don’t participate in, place spam filters at higher levels, and get off mailing lists. Consider using a different email address for purchases to avoid spam. Question whether all incoming messages require a reply. For instance, don’t thank people for thanking you. Consider adding “No reply necessary” to many of your outgoing messages. And investigate apps such as “unroll.me.”

Your outgoing messages also consume time and generate incoming messages. So question whether a quick phone call is better. Don’t copy people who have no need for the information.

Even more important than your “Reactive Ratio” is the total time you spend on email each day. Keep messages brief. Use text replacement software for longer & repetitive replies such as instructions or directions. Allocate specific times to check and respond to email. This could be one hour late morning and one hour late afternoon. If you can get by with less time, so much the better. But don’t fragment your day by checking email every few minutes or every hour.

Sign up for his newsletter https://www.taylorintime.com/index.php?option=com_content&view=article&id=436&Itemid=200056

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