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What's Sitting In Your Email Inbox?
Posted by Emily Parks on August 30, 2010
If someone were to peer over your shoulder right now to look at your email Inbox, what would that person find? Are you one of the many who keep just about everything received in your email Inbox, making it such that you have several hundred emails in there right now? Are you one of the many who keep action items in your email Inbox, meaning the number of messages varies depending on how many emails include items that would fall on your to-do list?
Here's a little tidbit that I've found can have an immense impact on increasing one's productivity: Your email Inbox is definitely not your to-do list. I recommend using your email Inbox as exactly that... an "In Box". New items funnel through as needed while action items are moved accordingly. A brief glimpse at how that concept plays out day-to-day is as follows:
- What has yet to be read is what remains in your email Inbox, an area to be dealt with when most convenient for you so that you control your technology rather than your technology controlling you.
- Any action that can be completed in less than 5 minutes after reading the corresponding email should be done at that time, particularly since it's common in such instances for the time to re-engage in the action to take longer than simply doing the action when first made aware it needs to be done.
- What requires more action gets moved to your electronic to-do list by creating a Task with subject indicating action and with a due date included OR to your paper to-do list by adding to your notebook of action items, a running data dump of to-do items, assigning to your daily tasks when appropriate.
- What indicates an upcoming appointment or specific time commitment gets move to Calendar, allowing the subject to convey what action is to happen and outlining its set date, time and location.
- What has been completed but might need to be referenced later gets moved to Personal Folders, naming those Personal Folders to mirror your paper + electronic file management systems.
When adopting this approach, it's important to note that simply dragging an email from the Inbox to Tasks or Calendar folders will just copy the item in question, not actually moving it, unlike dragging an email to any of the Personal Folders for retention. Instead, to create a new Task or a new appointment in the Calendar, either right-click on the email in the Inbox or double-click to open it and click the "Move to Folder" link for selecting the appropriate folder, i.e. Tasks or Calendar. Once the email is officially moved, it's important to adjust the included components to accurately convey desired information (like Subject line to action or appointment description, Due Date, Location and Recurrence fields). And always hit Save when done.
At the end of each day, there should be no more than 10 emails sitting in your email Inbox. Following the approach above will get you there, but remembering how the Delete key is your friend will make it even easier... If it's a notification of something that has passed or if it's something you can find elsewhere (like on the sender's website), there is no need to keep that email. What is your current approach to processing emails arriving in your Inbox? Do you think adopting this approach might make life a little easier?
Happiness Happens Month
Posted by Emily Parks on August 29, 2010
August is "Happiness Happens Month", where you notice, discuss and promote your happiness while helping others to do the same. Isn't that a great concept?!? There are so many health and productivity benefits that come from being happy. Therefore, I suggest taking a moment right now to think about what makes YOU happy... I love music so I always gravitate toward a great song, but what song makes your toes tap? What TV show always makes you laugh? What was your fave food as a kid and does it still make you smile when you're about to eat it? What's your favorite holiday? What's the happiest moment you've ever had in your life? And who makes you smile just thinking about him/her?Overwhelmed By All That Needs To Be Done?
Posted by Emily Parks on August 12, 2010
If your memory is anything like mine, it's just not possible to remember every little thing that pops into your brain. Some things pop in and out of my brain fairly quickly, making it so very important to write things down. In fact, I've found the saying "what is written down gets accomplished" to be very true but only when done in a way that works for me. Operating directly out of my running list on a day-to-day basis can be quite overwhelming; however, I've adapted the process into a technique that has proven effective for many of my clients and might be helpful for you, too.
How'd You Simplify Your Life This Week?
Posted by Emily Parks on August 7, 2010
As we come to the end of national "Simplify Your Life Week", what do you think it means to SIMPLIFY? Think you'll need to give up all your worldly possessions to become a hermit and live in a cave somewhere?!? Luckily, simplifying is really all about having enough without having too much... Cutting back on physical clutter is part of the picture, but the emphasis is on slowing down and focusing on your true priorities. For some, this may mean working fewer hours and taking a cut in pay to have more time with friends and family. For others, this may mean buying a smaller home that is closer to work so as to lessen the daily commute while cleaning out unused items throughout the home. Meanwhile, others may take this as the opportunity to simply say "no" to more of each day's endless requests from others, saying "yes" to only those requests that fulfill personal & professional goals.Did you celebrate this "Simplify Your Life Week" by making a change to simplify your life? If not, where do you see excess in your life? Whether physical objects, paper in your files, commitments made or emails arriving in your Inbox, what can you purge and begin to simplify? To eliminate overwhelm and ensure success sticks, start with ONE change in ONE area of your life... What can you change today?
Better Odds in the Change Game
by Emily Parks on Tuesday, June 8, 2010
A fresh calendar each January inspires us to do what can become impossible by July... "Get organized" often ranks high on folks' lists of new year's resolutions, but things don't always pan out the way we envision. Each new year's resolutions come at the wrong time of the year, surrounded by excessive calendar clutter amidst great fun and frivolous celebration, making change a very difficult thing to accomplish. Therefore, the inevitable bit of backsliding we experience can make us feel like we've blown it or the game's over. Hold on! Rather than waiting until next January, let's take a moment to really think this through... If you were driving from Florida to Maine and got lost in North Carolina, would you simply turn around and return to Florida? Not likely. Instead, you'd probably find your way and continue traveling to your destination. Getting organized is the exact same thing: it's a process, not just an event. A little bit of backsliding doesn't mean we give up on the goal of making our desired changes; instead, take today as your New Year's Day and start over with your resolution to "get organized", understanding that "good enough" is so much better than "perfect" in the process of organizing. Your best bet for long-term success is small, slow, realistic steps with transformation coming from incremental change. Take it easy on yourself. Don't feel guilty if you backslide, and do not give up. Try a moderate approach that will produce better results in the long-term, and stay tuned to this blog for tips and ideas about how to make that happen. Here's to a great, more organized remainder of 2010!
Celebrate National Organize Your Home Office Day
by Emily Parks, Monday, March 8, 2010
Having just come off National Procrastination Week (March 1st - 7th), I am ready to jump in and give this week's projects my all right away, which includes helping you celebrate tomorrow's National Organize Your Home Office Day (March 9th). Whether your home office is simply where you take care of the mail and pay each month's bills or is the spot at which you complete all the tasks of your full-time occupation, having an organized environment in which you can find anything needed at the exact moment you need it is extremely important. Such an environment can be good for your mental and physical health, can lower your stress, can improve your efficiencies and can provide you with extra time for doing the things you really enjoy in life, rather than just the things you "have to do" in life. Here are a few tips for achieving that environment:
- Clutter is the result of postponed decisions... Whether it is paper, an electronic file, a tool used to perform your job, postage to mail checks in paying your bills or the information that fills your home daily, give items a "home" so you will know the answer of what to do with them upon receipt and after each use.
- Use just one notebook for recording all messages (phone, exchanged face-to-face, transferred from email or snail mail...) and for keeping all your notes together, rather than posting sticky notes everywhere.
- Keep email manageable by retaining only those necessary and dealing with action items as quickly as possible, whether creating a task assigned to a specific time or completing the necessary action immediately. If the requested action takes less than 5 minutes, do it now; if longer time is required, schedule accordingly. Then, since the most recent message of a back-and-forth conversation usually includes the content of all previous messages, keep only the most recent and adjust each subject line to better indicate content for easier locating later.
- Make sure to keep only one calendar / planner... Anything more leads to forgotten commitments, appointments falling through the cracks and unnecessary stress. Plus, incorporate color whenever possible... For example, add items from the same area of your life in the same color of ink to show they are of the same facet in your life.
- When naming paper & electronic files, balance carefully between generic and specific. You want each item to be filed fitting within one of the files available, but you do not want any item to be filed able to fit in multiple file options. Furthermore, be certain to use the same names in both paper & electronic filing systems, streamlining things.
These are just a few ideas to get you rolling along, but what are some of your favorite techniques? How do you organize your home office? Have a marvelous Monday!
How Do Your Files Look?
February is “National Archive Your Files Month”… Since what goes into your files typically must come back out at some point in time, what is your retention schedule? For financial documents, individuals and businesses should keep tax returns forever, supporting items for at least 7 years and non-tax paperwork for no more than 3 years. Although businesses should consult with their accountants and lawyers for more information, individuals can visit this website: http://bit.ly/90SImT.
Just as important as "what" you keep is "where" you keep those items... Use 3 zones for filing: fingertip files on desktop, regularly used files in a file drawer nearby, rarely used files in an archive area. The items in your fingertip files should be action items in current use, keeping them visible to remind you of what needs to be done for each.
Are you keeping the right items for the right amount of time? Are you purging often to make sure things are current? Many people keep every tiny scrap of paper, but not everything needs to be kept. In fact, many items that once were available only as papers can now be found online... When evaluating what papers to keep, ask yourself, "Can I find this on the Internet?" If the item can be easily found elsewhere or easily reproduced, is keeping it worth the time, effort and space invested in that.
Happy "National Archive Your Files Month", and feel free to contact Organize for Success, LLC if you need help celebrating by creating a filing system, purging your current files or establishing a schedule for future purges!
When Your Office Is On The Run
By Emily Parks on Friday, July 24, 2009
When your office is mobile, it absolutely has to be efficient... Use these organizing tips to keep your necessary supplies at your fingertips and your mode of transportation neat as a pin.
- Use an on-the-go filing system to get papers under control. For travel by automobile, one cost-effective option is Real Simple's Portable File Tote, available at Target or on Real Simple's website. However, if you prefer, your local office supply store should have a wide array of portable, lidded file boxes in addition to the option of a simple plastic crate. Label hanging file folders with broad categories, and slide important papers in the correct spots. If traveling by air or train, I recommend investing in an expandable briefcase. Very important... Always make sure to have extra folders and labels so you can create new files on the run as needed.
- Keep office supplies contained & handy. Stock a small, lidded, plastic box or a small Ziploc bag with essential office supplies, like pens, sticky notes, note cards & envelopes, stamps, return address labels, paper clips and a roll of Scotch tape. Don't forget business cards, brochures and other promotional materials. If not in that same bag, keep pens and pencils in one of the cup holders. Always pack your supplies in the same area of your box, bag or auto organizer, and keep everything together... For auto organizers, I recommend the Case Logic Front Seat Mobile Office Organizer, the Sunshine Kids Travel Pal or the High Road Front Seat Organizer, all available from Target's website. Before leaving home or your physical office, give your in-vehicle storage solution a quick once-over to make sure it is completely stocked, and take a moment to fill in any missing items or those running low.
- Be smart in recording expenses. Dedicate an envelope to hold business-related receipts, emptying it out once each week... Don't forget to keep a mileage log tucked into your visor or door pocket for tax purposes. Cardinal Brands sells a great, 3.25" x 6.25" Vehicle Mileage with Annual Summary log that can be found on its website or through Office Max, which is an especially great option for recording mileage due to its convenient compact size.
- Don't forget to say "thank you". Always have a box of "thank you" notes and envelopes on-hand to write while on-the-go. Also, since you'll have postage stamps and return address labels in the aforementioned plastic box or bag, always make sure to have your address book (or method of looking up people's addresses), too. Taking the time to write a personalized "thank you" note carries such impact with clients & friends!
- Utilize your computer for improved efficiencies. If you have a laptop computer, store as much information on it as you can, like phone numbers, calendars, client information and important documents. This will limit the hard copy materials you'll need to lug around, but make sure that you back-up your electronic files and information regularly.
- Keep reading material together in one file. When you receive a new magazine, thumb through for the articles you'll want to read and, then, add them to your "to-read" file. When you find yourself waiting for an appointment or the next leg of your train / plane travels, take that opportunity to catch up on the latest industry news or clean unnecessary information out of your briefcase.
- Consider some specialty car organizers: There are visor organizers for CDs, auto litterbags for trash, auto tray tables and back-of-the-seat organizers for cleaning wipes, tissues and an extra bottle of water. Case Logic is an excellent & well-known brand for these items, and their products can be found at Target stores.
- Make sure you don't forget your brilliant ideas... or the "to-do" list items that randomly pop into your head... Stash a small, hard-cover or spiral-bound notebook to catch those moments and details. On the other hand, to keep your eyes on the road, tote a mini-recorder or call your own voice mail to leave yourself a reminder message.
- Toss it out and tidy up each day. Keep a nylon or plastic garbage bag in the vehicle so messes get cleaned up as you go. Simply take five minutes at the end of each day to empty the bag and tidy up the entire vehicle. This small investment of time will prevent the need for a longer clean-up later.
Smart Planning Makes Quick Work of Your To-Do List
When your desk is piled high with "to-do" items, it's easy to stall if you don't know where or how to begin... Here are a few tips and tricks to increase your productivity and tackle projects, both big and small.
Do the hardest thing first... Instead of starting your day by checking messages, rifling through the mail or taking care of easy administrative tasks, attack the hardest, most challenging or least enjoyable task earlier in the day, when your energy level is probably higher and your mind is most certainly clearer. Carve out a chunk of time each morning to tackle those heavy-duty projects, avoiding the procrastination often associated with large jobs. In other words, plan to be "proactive" in the morning so you can be "reactive" during moments that pop-up throughout your day, knowing your most pressing projects have been handled earlier in the day. It may not be easy to start with the hard stuff, but you'll get the momentum going and feel accomplished all day long.
Clear the clutter out of your brain... Write it down! Since the average desk worker spends 3 hours per week sorting piles to find the project needing to be worked on next, you can start getting your work under control by writing down the "to-do" items and bright ideas floating around in your head. By relieving your brain from remembering tedious details, you allow new, creative thinking to develop in there. Create a running list of phone calls to make, things to discuss with coworkers, supplies to get and other small-detail tasks. Create another running list for brainstorming, creative planning, ideas to attack down the road and life-long goals. Keep all your lists in one place, like in a multi-subject, spiral-bound notebook, in your planner or on your computer / PDA, making it easier to see what can be delegated and preventing the endless search for Post-It notes scattered about.
Plan for tomorrow at the end of today... Take the last 15 minutes of each workday to create tomorrow's "to-do" list, but be realistic about what can be completed in one day. Focus on 3-5 priority tasks, which can be written on a 3" x 5" index card to keep in front of you throughout the next workday. This habit of planning will give you the gift of focus, allowing you to get a jump-start the next morning, particularly important when following the "do the hardest thing first" suggestion listed above. By writing down everything that needs to be accomplished tomorrow, you create a map and can prioritize so urgent needs get done. The process of putting your thoughts in writing helps you relax at home becuase you'll know the "to-do" items that have been scrolling through your head are now all down on paper. Plus, during the end-of-day planning process, you can reflect on the great work you accomplished today, enabling you to leave work feeling proud as well as excited for tomorrow.
The Benefits of Being Organized at Work
The average desk worker has 36 hours of work on his or her desk and spends three hours per week sorting piles trying to find the project to work on next. Does that sound familiar? If you’re struggling through mountains of desk clutter, realize that by becoming more organized, you’ll help your business run better AND you’ll reap multiple personal rewards.
You’ll increase productivity once you have an organized and efficient schedule to keep you on track. You’ll be amazed at how much you get done in shorter amounts of time. By focusing on your priorities and goals, you’ll be able to finally move ahead toward reaching them, but the benefits don’t stop there.
Once you’re organized, you’ll have a positive self-image because your organized office will allow you to present a professional image to coworkers, clients, and superiors. A clutter-free environment is also easier to manage. Your stress level will decrease dramatically. When you can find what you need, are on top of your to-dos and arrive on time, you’ll feel calmer and have more peace of mind. No more feeling overwhelmed by life — you’ll be the one in control. You’ll also discover more time for yourself. When you’re organized, your days go a bit smoother, and you get a lot done. That leaves more time to indulge in a little “me time.” Now, doesn’t that sound nice?
If the benefits of getting and staying organized, efficient and more productive sound good to you, keep checking this blog frequently for tips, tricks and techniques... all courtesy of Organize for Success, LLC. Plus, if you'd like direct business organizing assistance from Organize for Success, LLC, don't hesitate to call 919-981-6397 or email This e-mail address is being protected from spambots, you need JavaScript enabled to view it today.