They key to getting organized is first and foremost not to give up after the first little mishap.  We all get overwhelmed, have a big project, or life circumstance that causes us to get off track.  Rather than give up just start again!  It’s really that easy.

Sometimes the systems that we try don’t really work for us and it’s important to be able to identify what went wrong.  Starting over with a system gives you the opportunity to really observe what the problem is and to make adjustments as necessary.  You may find that you really don’t like the folders you used to set up your action system.  Or maybe your desk isn’t set up in a functional way.  Look at your system with a critical eye rather than just throwing your hands up and declaring it a disaster!

Here are some things to look for when evaluating your system:

1)      Do I have all the tools I need?

2)      Do I like the tools I am using?

3)      Can I find the documents and files I need when I need them?

4)      Are things I use often readily available and accessible?

5)      Can I easily reset the system when needed?

Remember, systems only work when you use them!  Very few organizing systems work without some effort on the user’s part. Set up maintenance routines to be sure that you are keeping up with filing and other similar tasks.

If you would like to get 2010 and the new decade started off right and need a little help, I am offering a very special discount on my Conquer Chaos VIP Coaching Program.  The first 10 readers to sign up for two months of coaching will get a complimentary third month!  Visit www.anewleafpo.com/conquerchaosVIP to learn more about the program.  To take advantage of the complimentary month, enter the coupon code HOLIDAY at check out.

I would like to thank all of you for reaading and for supporting my business over the years.  I wish all of you a very Happy New Year!

Happy Organizing!

Think of electronic files just the same as ordinary paper files in a file cabinet.  A computer file system can be set up in the same way as paper files are set up.  Create folders and subfolders for the files and be consistent in your naming scheme.

When saving documents be sure to click “Save As” and then navigate your way to the appropriate folder for that document.  This will keep the document from going to that mysterious place that computers sometimes send our documents when we don’t specify exactly where we want them saved.

Put thought into naming your files and be descriptive.  Take advantage of the 255 character limit on file names.  Use descriptive words that will ensure you know what the file contains. Think about the different ways that you might think of the file the same as you would for physical files.  If you are saving a budget form, when you are looking for it again, what will you look for?

Think of all of the possibilities and name your file accordingly.  Taking this much time to think about it on the front end will also help to trigger your memory when looking for the file later.

If you don’t have time to create folders and move files around, your computer’s search tool can help.  Search features in newer versions of Windows are much more efficient than they have been in the past.  Tools like Google Desktop can also make finding documents on your computer faster and easier.

Avoidance behavior is a component of procrastination.  Some causes of procrastination are task related anxiety, fear of failure, perfectionism, and lack of knowledge.  When you think about that it’s no wonder we find such creative ways to avoid tackling those tasks.  Imagine that you have agreed to take on a new project at work.  You are pretty excited because you know that the success of this event will have a positive impact on your career.  Once the excitement wears off a little, you realize there are some pieces of this project that you aren’t quite sure how to get complete.  Each time you sit down to get started on the project, you feel overwhelmed or don’t really know where to begin.  So, what do you do?  Maybe you start some project related research on the internet.  Then you remember that you really wanted to check out the scores from Sunday’s football games.  Ladies,  your example might be a little different, but I think you know where I’m going with this.  As you check out the football scores, you see a link to a video of a spectacular play.  You proceed to watch the video and see some other videos that look interesting.  An hour later, you’ve caught up on all the football scores, watched some re-plays, and maybe a few hilarious videos of kids dancing to “booty” music.  It’s time for lunch so you head out the door having accomplished nothing related to the project.

Does that sound remotely familiar to anyone?  I will be the first to admit that I do this very thing when I am doing something new or something that might push me a little outside my comfort zone.  But we also use these techniques to avoid everyday tasks.  Here are three steps to help minimize your task avoidance time wasters.

Three steps to curbing avoidance behavior

1)      Awareness is the first step in changing any behavior.  If you recognized yourself in the example and you want to change this behavior, pay attention to what avoidance behaviors you are engaging.  Surfing the internet is just one form of avoidance behavior.  Some other examples are watching television, reading magazines, hallway conversations with colleagues, checking email.  To be clear, none of things is necessarily bad, but when used to avoid other, more important tasks, they will kill your productivity.  Identify your avoidance techniques.

2)      Minimize distractions. Once you have identified your avoidance behaviors, it’s important that you come up with strategies to reduce the likelihood that you will engage them.  My top two avoidance behaviors are checking email and internet surfing.  When I need to work on important project it’s best that I am in an environment where the internet is not available.  Or the connection is so slow that it’s annoying!  I have also discovered that I work best away from my home office and in a place with something pleasing to look at.  Those of us working from home have so many potential distractions. Laundry, dishes, kids, spouses, and pets.  It’s really helpful to find a place that allows you to concentrate.  So, what can you do to minimize your distractions?

3)      Get things done.  Finally, get it done!  Sometimes tasks seem a lot more difficult that they really are.  I think you will be pleasantly surprised at how much you will get done when you minimize your distractions and truly focus on the task at hand.

I hope this information helps you to get more done this week!  Remember that the objective is not to cram your life with “things to do”, but to get things done in less time so that you can spend more time enjoying your life!

A couple of months ago I was introduced to a program called “The Winner’s Image” produced by Bob Proctor. In the program Bob equates our self-image to the auto pilot feature of an airplane.  The auto pilot is set to a certain course and corrects should the plane veer off course.  Now, think about self-image for a moment.  Your behavior patterns are a direct reflection of what you believe about yourself.  If you believe that you are a successful person and bring in lots of money each month, then you probably do just that.  However, if you don’t truly believe that you are that successful, wealthy person, what happens when you do experience some success?  You have a fabulous month bringing in more money that you ever have.  Then self-doubt sets in and your self-image auto pilot begins to bring you back to your old course.

Getting and staying organized is no different from the success example.  Hearing my client saying that she would never be able to do this without me and thinking back to other clients who I’d heard say the same thing, made me realize that their self-image is dictating the situation.  No, they won’t be able to do this without me, if that’s what they truly believe.  Their self-image is telling them that they can’t be organized or stay organized because they haven’t been able to do it before.  Or because so many people have told them how messy and disorganized they are and they believe that about themselves.  If you don’t truly believe that you can get and stay organized, you will not get and stay organized.  If we move a little outside of our belief about ourselves, the self-image autopilot will bring us back to its original course.

So, how do we conquer this?  Change your self-image.  This is no easy task, but is guaranteed to get those behavior changes to stick.  Create the fantasy or vision of what you want your life to be like.  Are there people you can model?  Write your new vision out in detail.  One of the most important questions to ask in the self-image changing process is “Am I Willing.”  Are you really willing to do what is necessary to make the changes you are seeking?  Really think about this.  If you really aren’t willing to make the changes necessary to be successful at getting and staying organized, maybe it really isn’t as important to you as you once thought it was.  Once you have written out your new self-image it’s important to focus on the changes you must make and reviewing your goal regularly.  As I said, this is no small or easy task, but one that is well worth the effort.

As you consider your goal to be more organized and productive, pay attention to the things you are telling yourself.  Is your self-image dictating that you can’t be organized?  If so, consider a self-image overhaul!  It will be one of the best investments you ever make.

The first step is to decide what you are trying to accomplish by organizing your email and developing a new system.  For example, I try to keep my inbox as empty as possible.  At the moment I have 9 emails in my inbox, all of which require detailed thought and response.  What do you want to see when you open up your email program?

One of the best ways to cut back on the number of new emails you’re receiving is to stop them from coming in the first place.  Are you receiving notices from organizations you are no longer interested?  Are you receiving newsletters that you don’t have the time to read?  Ask to be removed from these lists.  Another area to examine is email coming from co-workers or colleagues that you may not need to receive.  If you consistently get reports that you don’t need to get, ask to be taken off the distribution list.  If you are being copied regularly on correspondence that you have no interest in or have no involvement with, again, ask to be removed from the distribution of that information.

Over the next few months I will share various ideas and tools that you can use to make email more manageable.  I would also like to hear from you about what challenges you are facing with email.  Send an email to me or post a comment.  

Happy Organizing!

For example, if you pressed a button which then caused your house to explode, you would never press that button again.  This is an example of instant behavior change!  What really determines the amount of time it takes to change a habit is your focused effort on changing that behavior.  This is why it’s so important to focus on changing one habit or behavior at a time.  So, choose one thing that you would like to change and focus all of your effort on changing that one before moving on to the next.  The beginning of a new year always causes folks to think about renewal and change.  Unfortunately, within a few weeks most give up.  Just remember that behavior change is tough and it doesn’t always happen overnight or in 21 days.  Just get back on the horse and try again!

Getting an organizing system set up takes time, but the payoff is that you will be able to work smarter, find things when you need them, and put them away when you are done. Remember the payoff…when you are finished sifting through the papers or tasks or stuff in the attic you will probably not have to do such an extensive organizing job again. If you set up the organizing system, the work will go faster even if you do fall off the wagon a few times.

Unfortunately, this is a barrier to people starting the organizing process in the first place. They think that they don’t have time to get organized. Let’s imagine what you might be able to do if you invested a few hours in organizing your office….you can find files the moment you need them…You can easily handle disruptions and distractions…You know exactly where things are and can find them in a snap!