Rules for an Effective Inbox

What's in your head these days? Hopefully not to dos or upcoming appointments. One of the greatest contributors to feeling overwhelmed is when we try and keep actionable information in our brain. As David Allen says, our brains are for thinking and creating new ideas, and NOT for storage. When we don't have a reliable place to capture and organize all of those important things we have to do, our brain repeatedly reminds us, at random times throughout the day... I don't have to tell you how that only distracts us and usually creates a quick shutter of anxiety. Dr. Edward Hallowell calls this a doom dart.... No bueno!
In our busy days, we must have a collection zone-meaning, one designated spot where we can unload all our tasks, whether it's a thought- or there's a piece of paper we're keeping around to remind us to do something. This is where your inbox comes it- and it can be a basket or tray, that sits within arms reach on your desktop. If you're out at a meeting and come up with a great idea you want to follow through on- write a note and drop it in your inbox. If someone sent you a newsletter you will first want to review, drop it in your inbox. It's your reliable collection bucket where all forms of information you have to process, first go. Once you're ready to take time to process, (make decisions on the items in your inbox-not actually doing the tasks in your box), simply prioritize the actions and place the materials into your action file folders, or your trusty to do list. For items that have a specific date to follow up on, make a reminder in your calendar on that specific day.
One major rule for the inbox is it's only for unprocessed items- meaning those things you aren't sure what to do with. It's not a holding tank for "to dos." Whether you have an inbox or not, think about applying the tips above for a more organized and efficient method of controlling incoming information.

Jennifer Furrier-professional organizer and productivity trainer
Essential Organizing
free your space. free your mind.

Organizing Files and Papers

Raise your hand if you LOVE to file... I know, I know, filing is never a priority and it's not the most exciting thing to do, so we have to make it as easy as possible. Make sense?I know- another fascinating topic from the organizing guru, right? Here are some simple tips and tricks though, that I'm sure, if you follow, will help refresh your files and have you operating more effectively, so here goes!
First off, you must have a filing cabinet that you love... yes, love. What I mean is, if you have some old, squeaky, bent up filing cabinet that is really hard to open, or you have to use all your might to slam it shut- then you aren't ever going to use it! I see this all too often in, especially in home offices I'm organizing. If there are any barrriers to making it very simple for us to be organized, then we just aren't going to follow through.
Another tip for a smart filing system is to not overthink what you're going to name your files. What's the first word that pops in your head when you're deciding what to label something? Use that word... to keep it really simple, don't worry so much about categorizing and color coding- this can often make it more confusing when there's an overlap of categories, AND it definitely makes it harder to maintain. What happens when you run out of the red folders, but have something that would technically be filed in a red folder...do you cheat and stick it in a blue folder instead? Just dont even bother! Get the standard green, Pendaflex file folders.
I would also suggest running the tabs in a straight line, rather than alternating across the 5-8 different spots. This makes it easier on the eye, and again, easier to maintain because you're not having to go back and re-do the placement of tabs, when you add a new folder in the middle of your drawer.
Finally, alphabetize your folders. This makes for quick access of your needed information, and obviously, makes it easier when putting things away... eh hem, put-your-papers-back-into-files (hint hint)... =)

Jennifer Furrier-professional organizer & productivity consultant
Essential Organizing

Being Organized Leaves More Time for FUN!

Are you having FUN in your life?

• Do you laugh a good, deep laugh at least once a day?
• Are you making time for friends and relatives?
• Is there a favorite leisure activity that you wish you had more time to do?
• Are you constantly feeling stressed or overwhelmed with work?

Because research shows that we waste an average of ONE HOUR each day looking for things, which equals ONE MONTH at the end of each year. I can confidently point out that being better organized and efficient leaves us with more time for FUN! (You can only imagine the other nerdy stats I have on managing time, and areas where we're losing time because of inefficiencies, but we'll save that for later).

Well my fine friends, it's time for you to make a Fun List-since you all know I love lists, right... It's easy, and won't take more than 15 minutes to complete... there's nothing to it- just get in a quiet place, or not, and list out all the things that you enjoy doing- those things that feed your spirit, relax you, make you laugh uncontrollably, release your inner creative talent and/or bring out your best... Make it a point to engage in whatever is on your fun list, at least once a week. Is that easy or what? Make the investment of 15 minutes and DO this..In fact, you're already on your computer, so open up Word and get to work!
Please, enjoy all the fun life has to offer!! If you are feeling apprehensive, thinking- "My schedule is already maxed out" then check back regularly and implement the tips I feed you with... It's powerful stuff if you use it!!

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Prioritizing oh Prioritizing...

Well are you excited about this fascinating topic or what?? I agree- it's a totally boring thing to read about- BUT, I'll make it as simple and painless as possible, so you can quickly enjoy the HUGE results that come from focusing on the most important activities. Deal?
Basically, when looking at your huge long list of to dos while trying to discern what is most important and what can wait- consider these tips to help make the most of your time:

• What most closely impacts my bottom line?
• What tasks have the closest due date?
• What tasks can I complete in the shortest amount of time?
  
• What's my energy level compared to the energy required to complete the task?

First and foremost, you want to match your energy to the task- so don't attempt to do a project that requires a lot of mental energy, when it's 4:30 on a Friday afternoon... Make sense? Otherwise, look at your list and focus on bottom-line activities... when you find yourself off in email la la land, ask yourself if it's making you money, honey! If not-move towards those things that bring in the bucks, and have the closest deadline.

Biggest Mistake in Organizing

I was recently asked the question, "what's the biggest mistake you see with people you're working with?" I had to think about it for a minute, but quickly decided that absolutely-it would be when people don't have a plan for their day. What I mean by this is, too often, people walk into their office, and simply open up email and let whatever fun surprises are in the inbox, direct their entire day. Yes, maybe there are one or two things people know they need to do, but so often, it seems that people are too casual with their time. And trust me, I'm not a naturally disciplined or detailed person, but I do know the importance of walking into my work day with a purpose- a mission to accomplish x, y and z... If we don't decide how we want to use our time, someone else will decide for us. Would you let someone else make all your decisions on how you're going to spend your money? Of course not! Your time is the same way- it's hugely valuable, so you must have a plan for it, each day. Obviously, we all have fires that come up, and we all have to readjust our priorities based on what the day presents us, (some industries much worse than others), but if we aren't consciously choosing how to use our time, it will disappear wastefully, leaving us wondering at the end of our day, week, year, or life- where did it all go?!

Time and Attention Must Be Together

"If your time has no attention, your time has no value."

Isn't that a great quote... How often are we just working, walking, talking, and yet not even really being present in what we're doing, seeing or hearing.. Our minds drift so far into la la land, or into, "what needs to be done next land" that were rushing on by without full attention to the present moment. Life is not a dress rehearsal people...this is it, and we've got one shot to make it amazing. It's a crazy busy world out there, with all kinds of distractions and opportunities seeking our time, so it's super important that we embrace our time, by giving our minutes, hours and seconds, our full awareness. Amen, sister? Good! Enjoy this day and take some time to slow down, get out of your head, and be in the moment.

Finish your toughest task, first thing in the morning...

I just had a great coaching call with one of my clients, where I asked him what he felt, thus far, has been the biggest "aha" or most powerful nugget of information since working together. He thought about that for a bit and said it would have to be, completing the toughest task on his list, first thing in the morning. He said it's made such an impact in his work days, to knock out something that he would normally put off until later in the day.
I LOVE this answer, because it truly can be one of the most transforming habits, if you put it into practice. Yes, this includes completing your biggest task even before checking your email. Sorry folks, but it's true. Email takes us off in so many directions, without us even realizing it, so that before we know it, we've spent an hour chasing random tangents, that have no close impact to our bottom line. Also, if you're still not convinced, consider the 80/20 rule- that 20% of your efforts produce 80% of your results, and 20% of an 8 hour day is 96 minutes... Now we easily spend an hour to an hour and a half on email with our morning cup of coffee- but the reality is, most of us are our freshest in the morning, so wasting that time on email actually decreases our earning potential. Seriously! And if you're digging your heels in the ground or think that I don't understand your line of work- prove me wrong! Please- I'm totally serious! Practice this for 10 days, and let me know if it doesn't improve your productivity, and overall effectiveness of your day. Deal? By the way, I think frogs are more creepy and gross than snakes, so I do NOT like the picture I used here- but hopefully you'll remember it!

Organizing Boot Camp

Ok, I just got done with my first fitness "boot camp" training session, where I got worked! I used to be in great shape...five years ago! I've lightly worked out off and on since then, and now, I've decided I'm changing my ways! I want to enjoy all the awesome benefits of being healthy and physically fit. Fitness 2 You is an incredible company dedicated to positively changing lives through health and wellness, and I highly recommend them if you're even considering getting in shape... They save you time and stress by coming to you at your home or office, and they even include meal planning and long-term coaching to ensure lasting results!
Anyway, what does this have to do with organizing, you ask... EVERYTHING! Getting organized is not something that happens overnight-it's a lifestyle change. Yes, your space can be transformed overnight, and goodness, that is always refreshing and motivating for my clients, but there needs to be a mental commitment to becoming, and staying organized. It's a process, and like working out, it's well worth the incredible benefits that come with it. Reduced stress, greater earning potential, more time for life, decreased mental distractions, peace of mind, improved quality of life, and on and on...
In looking at your life, what areas need a shot of wellness? For me, it's definitely exercise. Determining those little areas that are holding you back in life, and making a plan of action to improve it, even if done in small ways, can pay you back in huge, wonderful ways!
Happy Organizing!