Sometimes "Good Enough" is Good Enough

Why do some of the brightest, most accomplished people out off important projects until the very last minute? They waste precious time busying themselves with unimportant matters until time runs out. Then they hurriedly put together something that's not their best work.

The very people who are the brightest and most accomplished often set such high performance standards for themselves that they're impossible to meet? Their self image requires that they turn out superior work every time, even when it's not necessary. So if a project is new or complex, they hesitate. They're afraid they won't be able to do it perfectly.

The irony is they may delay so long that when they finally do get started there isn't enough time left to do the superior work they expect of themselves. They've created a self-fulfilling prophecy. They did a less-than-perfect job, and kick themselves for procrastinating. You can see how self-defeating this is!

If this sounds like someone you know (you, maybe?), here are some tips to interrupt this pattern:

1. Evaluate how much of your time and effort the project is worth.
2. Break it down into small steps that are easy to get done.
3. Try to outsource the steps you hate to do, or don't do well.
4. Work backwards from the due date to create a realistic time line.
5. Schedule a block of time in every week to work on projects.
6. Just do it! The stress caused by putting it off is usually worse than the task itself.

Remember, when you have a project before you, it doesn't have to be done perfectly; it just has to be done.

Got Business Card Clutter? 7 Reasons to Convert Them into a Database You Can Actually Use!

Most of us have stacks of business cards we've collected over time that are cluttering up our desk drawers, in-boxes, or other spots around the office. It's good to make business contacts, but a stack of cards sitting around isn't helping you or anyone else. The reason to collect business cards is to do business! How many cards do you have right now that you've never done anything with? Do you even remember all those people? Think of what you're missing in terms of new clients you could gain, services you could use, and referrals you could exchange! This is especially important if you own a small business.

Go through your stacks and toss the cards with names or companies you no longer recognize. Organize those that are worth keeping. If you want to keep the physical cards, there are all sorts of ways you can organize them so that they're no longer clutter: plastic notebook pages, rotary files, card wallets, or miniature file cabinets. However, if you want to be able to work with the information, to make use of it, convert those cards into a database.

You can do this by entering the information manually into Outlook, Google Contacts, or some similar application, or you can do it more quickly and easily using a card scanner. These clever devices read business cards and automatically distribute the information on them into the proper fields in their software. They also capture the image of the card for visual reference. There are so many advantages to converting your card collection into a database; you really ought to consider doing it.

1. You no longer need the physical cards, so you can get rid of the clutter.

2. You can add personal notes to the records to jog your memory in the future.

3. You can search for a contact if you remember anything at all: name OR company OR where you met OR what you talked about.

4. You can export the data to your phone or PDA so that you always have it with you, to use or pass on to a colleague.

5. You can export the data to your email contact list to make it easier to stay in touch.

6. You can easily update the records when phone numbers or addresses change, or when you want to add information.

7. You won't waste time wading through dozens of cards hoping to spot the one you're looking for.

If you don't have the time to do this yourself, it's the perfect task for a virtual assistant or college student. They can type the information or zip the cards through a card scanner. A virtual assistant may even have a card scanner already. If you decide to buy a scanner, they're not terribly expensive and can be a great investment you'll use for years. Or take a look on eBay. There are always people upgrading to the latest version and selling their old one that still works perfectly.

There, you've made your office look better, work better, AND you've made it more likely you'll do business with your contacts!

Take Time to Save Time!

How many of us use all the features of the computer software we have? How about our smart phones?

Most of us learn the basics—enough to be modestly functional—and let it go at that! Or, if we don’t know how to do something, we figure out a work-around rather than just taking the time to learn to do it properly.

Our electronic gadgets offer so many features that would save us time, trouble, and inconvenience, if only we invested a small amount of time in reading the instruction booklet, using the online help function, or simply investigating the icons. Office supply stores and computer centers have quick reference guides and step-by-step handbooks complete with screen-shots for popular software programs. A quick search on Google will do the same.

If you’ve got the basics but know there’s more to learn, consider a class. It’s possible to find reasonably priced group instruction that will open your eyes to how much more you can do with very little effort. Your wireless carrier may offer free classes for smart phones. You can also find one-on-one tutors, if you prefer to go at your own pace.

Take a little time, one time, to save yourself time forever after!

Keeping Your Office Organized: Why Is It So Hard?

If you have trouble getting organized, you're not alone. In every annual poll about New Year's resolutions, people admit that next to losing weight, getting organized is their highest priority. They're especially concerned about their offices!

People often ask me "Why can't I seem to keep my office organized?"

The answer may be that they don't have the time. Or the interest. Or the skills. Some people put "getting organized" at the bottom of their priority list until their clutter is out of control. Then they get overwhelmed. Instead of focusing on one small area at a time, they look at the entire room and see such a mess they don't know where to start. So they don't start at all.

But behind these reasons, there is something else. Something you may not have thought much about.

Times Have Changed

Office procedures were created at a time when few people owned their own businesses or worked from home. Virtually all businesses employed secretaries who handled office administration. The secretary took phone calls and messages, kept appointment calendars, and followed-up on work in progress. She created the documents, designed, used and managed the filing system that housed them. She retrieved and returned files and kept the system current.

Now, business is completely different. We all have personal computers. We are accustomed to being more self-sufficient. We create our own documents, manage our own files and calendars, and handle our own record-keeping. Even though we have never been trained in any of these tasks, we expect ourselves to tend to our core business and manage these administrative functions as well. However, many of us were never taught organizational skills so we don't know how to do administrative tasks. No wonder we can't keep up!

Habits Haven't

Inertia is a powerful force and habits are hard to break. Despite the fact that we now use computers to create almost all business communication, we are still in the habit of wanting to see things on paper. People print out emails and other documents, creating unnecessary paper that clogs filing systems. Even after a project is completed, inactive files remain in drawers where they take up space and make it difficult to find the active files we are looking for.

Now, in addition to paper, workers accumulate computer clutter! Hundreds of emails and other documents tend to remain in the system though they're no longer needed. As with paper, searching through hundreds of outdated computer files to find the one you want is frustrating, inefficient and a huge time-waster.

Unfortunately, it's easier to keep doing the same old thing than it is to change, even when you want to change. But as the saying goes, "If you do what you've always done, you'll have what you've always had." And if what you've always had is a messy office, it requires learning new habits in order to have an organized one.

What's the Solution?

It's important to realize that almost everyone struggles with these issues. And, being better organized is a skill you can learn. You can learn by reading articles and books by professional organizers and other productivity experts, attending workshops they offer, or working directly with them to address the things that bother you the most. But just knowing what to do isn't enough. The solution is to form new habits by consistently making small improvements in the ways they suggest. As you see your productivity increase and your stress decrease, you'll be glad you did!

Organizing Your Desk for Real Work

Having a well-organized office is all about making your work more convenient and functional. Keep this in mind when you're choosing a desk. No matter how sleek and fashionable an office may look furnished with a table (no drawers), if you plan to do real work in your office, get a real desk with drawers. Honestly, have you ever seen a real working office that looks like those in the high-end shelter magazines?

Desks intended for real work are designed with drawers in order to provide a place for everyday office necessities and supplies. Usually, there is at least one relatively shallow drawer ideal for storing extra note pads, staples, highlighters, and such -- items that you want to keep handy but not necessarily on top of your desk. Outfit this drawer with some type of organizer to keep like items together so you can easily see and access what you have.

Real desks also have at least one file drawer. This drawer should be designated to for work-in-waiting, kept in a "tickler" file. This kind of file gets its name because it tickles you -- reminds you -- of upcoming tasks based on the date you plan to work on them. Documents, notes, reminders of all sorts are dropped into folders labeled for each day of the month. When you check them each day, they automatically trigger action on the proper date, relieving you of the need to think about them otherwise. Since this is a file you will refer to constantly, it should be close at hand and separated from all other files.

A second file drawer, if the desk has two, can be used for documents you refer to regularly. These could be priority projects, current customers, or administrative and financial records.

Some people decide on office furniture without thinking through how they actually work. If their desk doesn't have drawers, their supplies and paperwork end up creating clutter all over the place. Not only is this unsightly, it actually reduces efficiency and effectiveness since it's difficult to concentrate with unfinished tasks distracting you everywhere you look. It's hard to be productive when your workspace is a stressful mess.

Do yourself a favor; make your office organized, convenient and functional so you will enjoy working in it and can get more done. Get a real desk if you want to do real work.

Why Bother Organizing Your Office?

I assume that since you're reading this article, you would like your office to be better organized. But why bother organizing your office? Is it simply one of those "shoulds" you inherited from childhood, like "make your bed" or "eat your vegetables"? Or do you think having your office organized will actually make a difference in the way you work?

If you think getting organized will make your work better, you're right! Your ability to work comfortably and effectively determines how much you will enjoy it, which determines how successful you will be, which determines what sort of rewards you will reap. Here are just a few examples:

Immediately, your office's appearance will improve:

• People will view you as more competent. Let's face it, impressions matter and a cluttered, disorganized office is not the image you want for yourself (or even to yourself).
• You will enjoy a more spacious, attractive and comfortable working environment. A better organized office will almost always be roomier even if you don't eliminate anything!

Soon, your performance will improve:

• You will quickly find what you are looking for instead of wasting time.
• Things won't fall through the cracks since you'll have a good follow-up system.
• You will be better able to prioritize because you will have clearly identified what you need to do.
• You will be better able to keep up with your workload because you will be more productive.
• You will think more clearly because you won't be surrounded by clutter.
• You will save money because you won't be buying duplicates of things you already have but cannot find.
• Not only will you appear more competent, you will actually be more competent.

Even your mood will improve:

• You will unblock your creativity and emotional energy.
• You will feel more confident and in control.
• You will feel less stressed.

I want you to know right from the start that there is no one right way to be organized because everyone works differently. Try the various techniques you will find in this blog and others, and if one doesn't seem to do the trick for you, try another. You may already be using some of them; others may spark new ideas. Keep trying different approaches until you find things that are reasonably natural for you.

You will probably need to make some changes in the way you have been doing things. As they say, if you keep doing what you've always done, you'll keep having what you've always had. If you're tired of having a disorganized office, you should embrace your decision to make whatever changes are necessary. The experts say you should allow 21 days to establish a new habit, so find what works best for you and stick with it.

If you take the trouble to get your office better organized, there are enormous benefits to be had. You'll be surprised: your whole life will get better!