I have a printer.  I like said printer.  It works well, it’s wireless and it does it’s job.  But there was on frustrating thing I hated about this printer.  I could NOT load the paper tray.  This has been a problem since I got the printer several months ago.   I dreaded the “printer is out of paper” alert message.  I knew the bell alarm, and cringed when I heard it.

Why could I not load the paper tray?  I had no idea, but it felt like I had to almost break the thing to get it to load.  I was frustrated.  A lot.

Then one day….

… I got fed up.  I took that paper tray out, took a look inside and made a very humbling realization:  the power cord was in the way.  That’s why the paper tray wouldn’t load.  *sigh*

by striatic on flickr.com

Take a minute to look inside.

Can you relate?  Here I was, frustrated, annoyed, avoiding the problem and (quietly, yet shamefully) blaming others when the problem was mine.  All it took was me looking inside that darned printer to see what was really going on.

If there is something in your office you hate doing, why is that?  Is there something going on that you don’t know about?  Do you need to open up the situation and look inside?  Challenge beliefs that are no longer relevant?

What’s in your way?

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photo by striatic on flickr.com

Sparkplugging is starting a new tradition called ?Spark an Idea Thursday?. Each week we?ll be sharing some great ideas for a topic of interest to our readers. We invite you to?grab our image and carry the tradition through to your own blog! If you do, please link back to this post so we know where you were inspired!

I’m incurably curious.  Maybe it’s a sickness, maybe I’m a little “off” or maybe it helps me learn something new almost everyday.

Ok, ok, I did love school.

I loved it!  I loved learning, being in class and expanding my mind.  I also loved being an exchange student my entire senior year in high school.  I spent the year abroad in a remote small town in Japan.  Talk about expanding this small town girl’s mind!  I also think it’s what helped me want to learn more about the world around me.

How can you become a life-long learner?

Read like there’s no tomorrow.
There is so much information out there to learn and enjoy between the first and last pages of a book -  and I don’t just mean business-related books!  Have you read “Pride & Prejudice”?  “Anna Karenina”?  Oscar Wilde?  Thoreau?  “Memoirs of a Geisha”?
Over the past year, I decided I needed to expand my reading outside of business books into fiction and the classics.  I am so glad I did!  Give it a try and get reading or listening to audiobooks.  You’ll never be able to read all the great literature out there in a lifetime, but you can sure give it your best shot!

Satisfy your curiousity.
Want to learn how to knit?  Buy a book or join a knitting group.  Never made a killer homemade chocolate cake before? Try this recipe.  If you’re curious about something and want to learn more, ask questions.  Don’t worry about feeling foolish because you don’t know the answer.  You might be surprised what you learn when you’re curious about the world around you.

Listen more, talk less.
A person I admire once said to me, “Wise people talk very little.”  Think of someone you know who has an incredible amount of knowledge and wisdom.  Are they talkers or listeners?  I’ve found them to be listeners.

Learning is stretching.
There’s so much to learn in our world, and with the universal body of knowledge multiplying every second there’s no way to learn it all!  A good place to start is an area in your life or business you feel unsure about.  Gain a skill in that area, even if it’s a stretch.  Go beyond your comfort level and expand your mind.   Think of it like stretching: the more you do it, the easier it becomes.  (Trust me, learning Japanese was, and is, a real mind bender.  It was also well worth it.)

Are you a life-long learner?  What do you want to know more about?

]]> http://www.sparkplugging.com/home-office-organizer/be-a-life-long-student-4-tips/feed/ 0 http://www.sparkplugging.com/home-office-organizer/home-office-improvements-start-small/ http://www.sparkplugging.com/home-office-organizer/home-office-improvements-start-small/#comments Mon, 06 Jul 2009 04:15:09 +0000 Brandie Kajino, The Home Office Organizer http://www.sparkplugging.com/home-office-organizer/?p=519 I’m so excited!  My husband and I purchased some new flooring today, some of which will be going in my home office!  It is a laminate product, which will significantly reduce the dust level in my office (read: goodbye dust bunnies).  We’ve waited 5 years to make this “upgrade” and it’s so exciting to be doing it!

Is there an improvement you want to make in your home office?

Maybe you want a new floor, a new desk or a new laptop.  But, even the small changes can make a big difference.  Here’s some easy improvements you can do in one day on a small budget:

• an inspiring piece of art
• frame and hang your accomplishments
• hang some new fresh summery window treatments
• move your desk to a new wall, or float it in the middle of the room
• paint one office wall in a bright color like red
• clear off your desk and rethink your desktop
• put a slipcover on your chair

What small change can you make in your home office?

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Sparkplugging is starting a new tradition called ‘Spark an Idea Thursday’.  Each week we’ll be sharing some great ideas for a topic of interest to our readers.  We invite you to grab our image and carry the tradition through to your own blog!  If you do, please link back to this post so we know where you were inspired!

You know when it’s time.  You’ve got a bunch of things all open ended, and it’s about to drive you right out of your tree.  But, how do you finish all those little things you started, when it seems to take most of your effort to finish the job?  How about a “Catch Up Day”?

Catch Up Day is simple, with very little commitment.

This is not a day for long drawn out projects.  It’s a day to finish small details and close some things up.  An afternoon or an entire day is great if you can swing it.  First, make a list of the little things that are bothering you.  Then, decide how long each one of them will take.  Next, priortize them and decide how many of them you can fit into your Catch Up Day.

Focus, focus, focus.

It may also be helpful to shut the ringers and other distractions off for a while.  It will help you focus and get things done more quickly.   If your chosen task is taking too long, consider reassigning it to another day in the coming week.  Catch Up Day is about blasting through a list of small things just hanging on the edge of being done, and feeling a sense of accomplishment at the end. Finishing little details will put your mind at ease and help you stay on task in the overall big picture.   When you feel things starting to pile up, consider a Catch Up Day.

What could you do for your Catch Up Day?

Sparkplugging is starting a new tradition called ‘Spark an Idea Thursday’. Each week we’ll be sharing some great ideas for a topic of interest to our readers. We invite you to grab our image and carry the tradition through to your own blog! If you do, please link back to this post so we know where you were inspired!

The theme of this week’s Spark an Idea Thursday is:
Spark an Idea About Goal Setting
___________________________

Do you have goals you are working toward?

How the heck do you set them?

How do you get them done?

I’ve been a member of several professional mastermind groups.  One of the most valuable things I learned was how to set clear goals.  Goals are dreams with an action plan.  There are many ways to go about setting them up, but here’s the simplest explanation I know.  When setting a goal, make sure it is “SMART”:

S = Specific
M = Measurable
A = Attainable
R = Realistic
T = Timely

I set goals for 5 years out, and then break them down into yearly goals and then 6 month goals.  During the summer, I look at my overall business, and take some time to reflect on how the year is going.  Come fall time, I plan out the coming year.  A simple spreadsheet will do, so don’t make it all complicated.

The trick is to check in and see how it’s going.

Look at your goals every so often (I like to do this every couple weeks).  How are you doing?  This is why measurable goals is important.  Are you 40% there?  Watching that number go up and up is motivating!  Even if it’s 2.7%?, because at least it’s not 0%!

I’d encourage you to set some goals in your business.  Make then attainable for this season of your life and business.  Stretch, but also make sure you are able to believe in them.  Then, get moving and put them into action!

The theme of this week’s Spark an Idea Thursday is Spark an Idea to Stay Motivated

Do you have to FEEL motivated to get or STAY motivated?

I know I’m guilty of staring down a task and saying to myself, “I don’t feel like it right now…”  Know what I mean?   There are a wide array of excuses I could use:

• not feeling well
• my child is ill
• my laptop is on the fritz (this is a really good one)
• I haven’t had coffee
• my mojo is down
• it’s that time of the month
• _____________  insert your favorite here*

So, do I have to feel motivated?  Uh, no.  Feeling has nothing to do with motivation, it’s got much more to do with action.   There have been times I have a speaking engagement and I’m not even close to feeling like I’m ready to take the platform.  I’m not feelin’ it.  Do you think that client or room of people really care?  Uh, no.  So, I load up my gear, get in the car and head on over.  I do it anyway, I put myself into action.  You know the funny thing?  My best workshops & presentations are usually on the days when I don’t “feel” like doing them.  I just do it anyway, and before I even get to the door of my gig to start, I’m ready to rock and roll.   Weird, huh?

Feeling, shmeeling.  Just start doing.

Let’s all just get over what we “feel” like doing and just get doing.  It’s like priming the pump, and motivation will flow soon after. So…
Get the article started.
Get a pen and paper out and start planning that next big adventure.
Pick up the phone and start that conversation.
Solve a problem.

Put something on paper, make a plan and then work your plan.  You won’t always feel like it, but I’ll bet you’ll be more motivated once you get going.  Go ahead, start moving…and you might even start with the thing you’re not “feeling” like doing today.

What are you going to do?

Sparkplugging is starting a new tradition called ‘Spark an Idea Thursday’.  Each week we’ll be sharing some great ideas for a topic of interest to our readers.  We invite you to grab our image and carry the tradition through to your own blog!  If you do, please link back to this post so we know where you were inspired!

The theme of this week’s Spark an Idea Thursday is Spark an Idea to Entertain the Kids While You Work.

If you work from home, and you have children you’re already familiar with how difficult it can be to keep the kiddos busy.  When I started my business, my son was only 3.  Here’s some things I’ve done over the last few years to keep him entertained (and keep an eye on him) when mom was busy workin’ it in the home office.

1. Be realistic. If you have small ones in the house and you’re working, be real with yourself about what you are (and aren’t) able to do.  Probably meeting clients at your office is not going to be possible for most.  When I started working from home, my son was in preschool for about 3 days a week.  I knew I had about 8-10 hours a week to work with.  I scheduled client appointments during those hours, and on Saturdays.  I also got myself a laptop and parked myself at the coffee shop down the street from the school.  I could get in some writing and administration tasks this way.  Be realistic about your time and the season of your life.  You’ll stay saner that way.
2. Make your home office work for you. If you haven’t picked out a location for your office, put it somewhere centrally located.  Mine overlooks the cul-de-sac so I can look out at my son while he is playing in the sunshine (don’t worry, he’s not a toddler anymore).  It’s also in the main traffic flow of the house so I can keep an eye on things. I also have a small bistro table and chair on my patio.  Add that to my wireless router and my office moves with me where I need it to.
3. Schedule a playdate. I have an only child, so playdates are great fun for him.  Added bonus?  It keeps him entertained and busy while mom gets some work done.
4. Hire help. This year I am employing some help at the house during the summer.  We’ve got about 10 weeks of summer, and on the weeks where we don’t have a trip or an activity planned, I will have a helper about once a week.  This makes it easier to schedule client appointments and keep an eye on things.
5. Trade with a friend. Do you have a friend who works from home?  Consider trading playdates.  A friend of mine once had a mom’s group that allotted a specific number of poker chips for babysitting.  It was a small little co-op and everybody won!  Each time someone needed babysitting, they subtracted a chip.  I thought it was a great idea!
6. Read Wendy’s post. Have you read Wendy’s post, “94 Ways to Keep Kids Busy for the Work At Home Parent”?  No?  Well, get on over there and read it!  She has more ideas than you can shake a popsicle stick at!
7. Workbooks. My local warehouse store has a great selection of activity workbooks.  I usually pick a couple up every few months.  They are great for conference calls or those times when you need quiet.  Bonus: they are also great for the car and the kiddos are learning something too!
8. Planned activities.  Playing with a tub full of beans or rice, a box of tissue or crayons and paper are all great ways to keep little ones entertained.  I also found this book to be a complete lifesaver.  It’s got a wealth of creative ideas!

You’ll notice I haven’t included television in this list, and I won’t even begin to preach about that.  I have employed a movie or two when I am desperate.  However, I’m the type of girl who doesn’t want my child in front of the boob tube all day long.  That said, in a pinch, a movie works great! 

What do you do to keep your kiddos busy?

Have you ever felt that way?  Chances are you have at some point.  What did you do about it?

It’s easy to let things get all crazy in your home office if you are working day and night on your business.  The paper piles up, business cards are hiding in every corner and the mail… oh, the mail.  So, how do you get the place cleaned up when it’s all so…. crazy?!

Take it a little at a time.

If you feel overwhelmed at the thought of taking on your entire office in one weekend, don’t.  Start with one corner, one pile or even today’s mail.  Can you sort through that one pile that catches your eye while you’re checking email?  Do that.  Can you sort through the mail and designate one place to put bills and one place for items to read & review at a later time?  Sure you can!  Then, tomorrow, work on something else.

Take it 15 minutes at a time if that’s all you can handle.

If you did that every work day for a month, you’re talking at least 5 hours of accumulated time.  How would THAT feel?  Can you imagine how great your home office would be then?

What can you do in your office for 15 minutes today?

An article caught my attention a few months ago.  Merlin Mann at 43Folders.com announced he was taking his productivity-type blog in a different direction. Course correction?  Yes.  Compelling?  You betcha.

As an organizer, I guess it’s widely known that as a group, we have a somewhat passionate take on productivity.  However, what is productivity for?  It’s all well and good to be productive, and brag about blowing through 2,000 emails in one day.  But, what if you had less of those emails, or eliminated them entirely?   I think it’s time we start thinking of productivity in a different light: think of it like a filter with fierce gatekeeping skills, and less like a shiny new thing.

First, a confession.

I love gadgets and things that help me work better, faster, smarter, etc.  I have a PDA phone, and a shiny new iPod Touch (I heart my iPod Touch).  I also have a Moleskine in my bag.  Why should you care?  Because this is not about throwing out everything I use, but about using them better.

Productivity = Filter

I had a great conversation the other day with a friend.  We both felt that we were getting a lot of stuff done, but yet it wasn’t all that focused.  Oh sure, we felt good about what we were doing, but at the end of the day, was it just productively spinning our wheels?  The answer to myself was a resounding YES. Wheel spinning = not good.

So, what’s a girl to do?  It’s all well and good to get things done, better, faster + smarter.  The challenge I want to throw down (to you as well as myself) is that I will be better at filtering.  Now, the party girl in me is terrified.  “What if I miss something?  What if there is something I filter out that I shouldn’t have?”  That, my friend, is a risk I am willing to take.

There is so much noise out there, and at some point it’s got to be sifted through. Otherwise it’s possible to miss out on things right in front of me (and you?) right now, right here.  Inhaling a massive amount of useless chatter and information does nothing positive if it doesn’t have to do with an overall plan & direction.

Clarity & the Gatekeeper

A hundred years ago (or at least it feels like that), I worked as an Administrative Assistant to a Vice President and several Directors.  Oh yeah, I was busy.  One day, I learned I was getting a new boss (i.e. VP).  Before we even started working together, we had a closed door meeting in his office.  He laid out what was important to him, and what direction he was headed.  This short meeting made my life easier when fielding phone calls, taking meetings and general work around the office.  This clarity established a clear filter, and enabled me to be a better gatekeeper.  Did I make mistakes?  Of course.  Was it perfect?  No.  But, can you imagine if that meeting hadn’t taken place?  I would have been lost in Cubicle Nation with a very cranky boss.  Not fun.

Let’s break it down, and get to the point.

What the heck am I getting at?  If you’re rethinking what “productivity” means to you, here’s four essential things you need to roll around in your head:

1. Productivity has less to do with what you use, as how you use it.  It’s all well and good to have your inbox empty, but maybe there is a better way to use email altogether.

2. A filter is your friend.  It takes all the gunky stuff out, and makes the important stuff easier to see and get done.

3. Be your own gatekeeper.  If you work from home, honey you have got to take a serious role it tending your own gate.  Don’t be a doormat.  Guard your time fiercely, and be realistic.

4. Worry less about “missing out”. There’s plenty of things to do, and more than enough opportunities to go around.  Being afraid of missing out is a sure way to miss out on what really matter.

Is your path of productivity based on “something shiny” or a useful system?

How could you make it even better?

Do you need a new filter, some clarity or some gatekeeper skills?

Here’s to your success in the coming years!

Standing Desks: They are all the rage, whether you have a stationary desk or a treadmill desk.  Of course, a standing desk isn’t required for a home office (p.s. I don’t have one), but they are a great alternative you’re so inclined!

Simple Paper Management: Life’s hard enough, managing your paper shouldn’t be.  Keep it simple.

Fend Off Productivity Killers:  There will be times when you’re not feeling so productive in your home office.  Here’s a few ways to fend off those pesky productivity killers.  (P.S.  This post made the front page of Yahoo.com!)

Keeping Track of Receipts: Again I say, keep it simple.  Receipts can be kept under control, and not losing your mind is a plus.  (Also, be sure to read my review of the Neat Receipts Scanner.  It’s how I keep track of my receipts!  Also, I have been told that the IRS will accept scanned copies of receipts, but be sure to check with your accountant or tax preparer.)

Tasks & Getting Them Done: How to keep track of them?  Here’s a tip for the “dailies” that need to get done.

Keeping Your Sanity:  We’ve been there, nausea & stress sets in.  How do you keep from getting completely overwhelmed?  This post also contains a tip from a high profile “reporter helper”.

One Size Fits All.  Yeah, right. There’s so many things out there that promise the world in getting your stuff done.  Like a good fitting pair of jeans, you want it to fit your curves and not induce mid-section constricting nausea.  Before jumping into any new system, think about how you work, and check out the links in this post.

Just starting out in your home office or business this year?  Have a question?  Leave it here.

Have an experience or resource that saved your bacon in the beginning?  Share that with us too!

Let’s talk about the “Dailies”.  No, not the fresh-off-the-press kind, the daily task kind.  You know, that stuff you need to get done today.  How do you track this stuff?  Are you stuck between a software and a dog-eared notebook?   Let’s talk about how to track, with the goal of getting them done!

What the heck are “Dailies”?

Stuff like: The laundry, the phone calls, writing a blog post, responding to that one email.

One task = one thing to do.  And, as in, today.

How to manage them:  A notebook, desktop software (like Outlook) or online with a program like Remember The Milk or Google Tasks (Gmail).   Get it out of your head and on paper or into software.  Cross off when done.

Other things to consider:  Is your list piling up, or just carrying over into the next day?  It might be a few things:

Are you really, honestly, truly attached to doing it? That lingering task might not be all that important to you.  Be honest with yourself: Do I really intend to do this?  If not, cross it off, delegate or move on.  If you use the word “try” in a sentence with that task, it might be time to cross it off the list.  As Yoda said, “Do or do not, there is no try.”

Is it really a project? Is there a start and end date beyond today?  It might be a project.  Get it off the list of “Dailies” and onto another list of Projects.  Don’t ya feel better?

(photo by Sancho Papa on Flickr.com)

• new stuff to read every month (read: variety is the cream in my coffee…)
• useful tips, because you choose which ones you receive
• short stories easily read in one sitting
• beautiful photography (sometimes downright frameable!)
• completely portable

Getting it under control.

You also may have subscriptions to publications you aren’t really crazy about – gifts from someone that meant well but aren’t really your faves.  It could quickly send you into overload if you’ve got too many of the things hanging around your home or office.  Here’s some tips to get them under control:

1. Sort & edit: keep only publications you really like and cancel or donate the rest.  5-10 publications a month is enough for one person to handle.
2. Be creative: Less of anything is easier to manage.  Consider sharing a subscription or swapping with a friend.  You read your edition of “Bird Lover’s Paradise” and swap with your girlfriend for “DIY For Dummies”. Everybody wins!
3. Are you really going to read it? Only keep 1-3 months worth.  When the new editions are darkening your doorstep, it’s time to part with the oldest edition – whether you’ve read it or not.  If you feel badly about it, toss them in a bag and donate them to a local shelter or hospital.
4. Be sure to recycle: It goes without saying to recycle your old magazines, but there are a few ways to do this.  A recycling bin is a great option, but also consider donation to a local school for art projects or if you have children (or grandchildren) at home, encourage them make a collage.

If you keep your magazines under control, you’ll enjoy them so much more.  “Everything in moderation” applies here too.  Keep what you love and get rid of the rest.

Now, I have an edition of Real Simple calling my name…

I recently heard someone say that neatness doesn’t mean organized.  I couldn’t agree more.  When I think of neatness, I think of clear countertops and not a shred of paper anywhere to be seen.  This same person said you can be organized without being neat, and even a little messy as long as the mess doesn’t get in the way.  So true!  Some of the most organized people I have known are not the neatest people I know.    Why?  Because they are different.

Let’s all take a deep breath.

Keeping paper under control is one of the biggest reasons clients have called me.  There is so much of it.  Today I want to give you permission to give yourself a break.

I’ve written about perfection (on my other blog) as it has to do with organization.  They are NOT the same.  Perfection is an impossible dream when it comes to organization, and many people chase after it, with guilt and shame on their shoulders.  What happens?  They don’t get much of anywhere.  Somehow this ideal seeped it’s way into our culture and has refused to budge.  Well, I’m calling out.  Perfection is a motivation killer and a plain impossibility.  Sometimes your system has to be “good enough” and not overdone.  Simplicity can be beautiful, not to mention downright practical.  Here’s some examples:

- Set up a filing system with plain manila folders and a pen
- Have a basket for mail, and go thru it before you retire for the evening
- Keep an envelope in your purse and go thru receipts once a week
- Have one folder for all tax related paperwork.  When it’s time to file, you’ll know right where everything is.

Cut yourself some slack and focus on boundaries.

It’s ok to have a little stack of paper, as long as you have boundaries and you don’t allow it to get out of hand.  If frantically looking for bills or paperwork you need is a constant in your life, it’s probably time to set some systems up.  Systems are really just boundaries.  That’s it.  They are a way to set off a reminder when something is about to get out of hand.  If you hate color coding, by all means don’t do it.  If you must have custom file folders with hand stamped labels , do that.  Organizing your paper isn’t about perfection, it’s about choosing a way that works for you and using it.

(photo by Pink Sherbet Photography on Flickr)

Have you ever stared at a pile of paper on your desk with utter awe and wonder of what you were going to do with it?

Have you ever dealt with a pile of paper, only  to discover it has been replaced by another the following week?

Paper piles are stealing your time.

Paper can be a difficult thing to conquer, and sometimes it can be magnified by small things.  Have you ever thought that your piles of paper are stealing precious time away from you?  In her widely successful book, Time Management From The Inside Out, Julie Morgenstern says that paper clutter is a sign that time management needs improvement.  Can you relate?

A few years ago, I remember looking around my apartment at piles of paper.  I was so frustrated by it all, and wondered why I was unable to get control of the darned stuff!  I also remember feeling very out of control.  I was consistently late to work, social functions and commitments.  Paper accumulating on every vertical surface of my home symbolized a sort of chaos that was swirling around inside my head.   I didn’t take time to deal with it, and so the piles grew.

It might be time for a time management tune-up.

Paper piles can indeed indicate a need for time management improvement – that was certainly the case with me, and for clients I have worked with.  A pile of paper  takes time to deal with.  Not making decisions in the beginning leads to putting it off for “another day”.  This procrastination can make you crazy, until you deal with it.

Make time to deal with the paper, and don’t just toss it in a pile.  Make a decision about the mail, the homework, the artwork, holiday cards and letters.  The time you waste feeling guilty or doing a “crash and burn” session to deal with the paper could be much better spent somewhere else… like spending time with someone you love.

Ready to deal with your paper?  Check out my paper management crash course series over on Wendy’s blog starting HERE.

by tallchris on Flickr

Ok, I have a pile of receipts in my wallet right now.  It’s not that I don’t have a place for them, because ohhhh I do.  It’s just that it’s time they vacate their home in my handbag and go to where they need to be.

So, how can you handle receipts?  Here’s some ways to manage receipts other than dumping them in the “circular file” or shoving them in your jean pocket (you know who you are).

Know your receipt categories, and treat them accordingly.

There’s really two categories of receipts: Action & Archive:

Action = data entry or review.  These you need to deal with in some way, like entering them in QuickBooks, a good old fashioned spreadsheet or folder for passing onto your friendly neighborhood CPA or accountant.  Put them in a folder marked “Action” and set aside a day of the week to take care of them. (Neat Receipts is also a great way to deal with this category quickly and easily).

Archive = needed for reference (80/20 rule applies here).  You may need them for tax purposes (by the way, scanned images are ok too) or for a client project expense tracking, etc.  Use the simplest form of archiving possible, and one you feel comfortable with.  Remember, you’ve only got a 20% chance of looking at these again (see “Action” above), so keep it simple.  Any of the following will work:  accordion file by month or category (i.e. utilities or business expenses), a file drawer or a file box marked “Archive” (receipts are tossed in after data entry).

Receipts can easily get out of control if you are a busy mobile or home office professional.  So, here’s a bonus tip: have an envelope in your handbag or briefcase to corral them.  Once you get home (or your envelope is full), take them out and separate into one of the categories above.  Simple and easy to do.  Isn’t that how it should be? 

Now, I’ve got some receipts to go deal with …

1. Broken things:  This might sound silly, but what do you do?  Stop procrastinating and fix them.  Take some time around lunch or on a conference call and fix those small things.  Mark it on your calendar if you have to.  Fix the thing so you can funnel your creative energies into actually creating and getting things done.
2. Inexpensive office products:  When you work from home, sometimes things can be tight in the beginning, and you just want to get started.  So, buying less expensive products are sometimes the answer in the short term. Whether you are just in the beginning or now picking up speed in your business and career, I have one piece of advice on office products:  Buy the best you can afford.  You’ll save money in the end, because you won’t have to buy replacements when the cheap stuff breaks.   Your business, your career and you are worthy of the best so don’t short-change yourself.
3. Temperature isn’t right: Too hot?  Too cold?  Ugh, no fun.  While there are some things we can’t avoid, like seasonal changes (or say, menopause) there are things which can be controlled when it comes to temperature.  Keep your thermostat at a temperature that is comfortable.  If you are budget (or environmentally conscious), keep the temperature lower and dress in layers.  Also, you’re too cold, get up and move around, or even consider a standing desk to keep the blood flowing.
4. Can’t find what you need:  I have been known to get all in an uproar when I can’t find my keys (which rarely happens anymore, thank goodness).  It’s no fun when you need to accomplish a task and you can’t find what you need.  Assigning a home to everything is essential.  Don’t know where to start?  Start with the thing you misplace the most.  Want more help?  Take my class at SparkplugU!
5. Disruptions:  The phone rings, the doorbell rings, toddler wrapped around the leg, dogs barking and Twitter bells in your ears.  Sometimes it’s all too much!  Try: silencing phones and instant messaging programs (silent, not vibrate) when working on a hot project, post hours (or a “No Soliciting” sign) above the doorbell to inform visitors, communicate hours to family members and/or hire a babysitter to take care of the little ones a couple times a week.

As a slightly systems-obsessed, creative-type and slightly self-diagnosed ADD person, I’m always trying out new things.  There are so many smart people out there figuring out ways to get stuff done better, faster and easier than ever before!  Through my never ending quest, I’ve found some great elements and put them into the mix of how I get stuff done.  Is it perfect?  Nope, but it fits me. 

Finding the right fit.

How do you know if a system to get stuff done is for you?  How do you know if it’s right for you?  Here’s 5 steps to get you moving and into the “productivity dressing room”:

1. What style is right for you? Do you need a strict system?  Electronic?  Paper?  Portable?  Consider the “off the shelf” options out there, keeping in mind what appeals to you.
2. Try it on.  The best way to see if a new tool is right for you is to try it out.  Think of it like clothing: try it on for size and see how it feels.
3. Does it fit? Is it too tight?  Does it feel too constraining?  Think about your life and how it fits in.  Are you willing to turn your life upside down or do you need something that fits in to your life as it is now?
4. How will it wear over time? Is the system structured well for the long term?  A good solid system should compliment your life and help ease your mind.  Honesty with yourself is crucial to find the right fit.
5. Get some advice. A really good friend will tell you “yes, those jeans do make your butt look fat”.  Why do they tell you that?  Because they care about you.  Sometimes we’re too close to our own stuff to see what’s in front of us (or behind), so get outside help or advice when you’re feeling frustrated.

Keep in mind that you might have to alter your choice of system, even patching together several ways and making something totally your own.  Experiment, try things out and design your own system.  There’s an endless way of things to live and work productively, so choose your own path.

A few places to “shop”:

Looking for a better solution than what you’re using now? Want to learn more?  Want a system you can “try on”?  Here’s some resources to get your started:

GSD:  I’ve found myself drawn to paper most often.  I’ve been “trying on” this system for a while now, and I’ve found elements that work for me.

Utilware’s GSD:  I like the simplicity and tactile feel of this: Notebook, Master List, Daily List, Work your Daily List, Reboot.  *happy sigh*

Zen To Done: If you like a simple approach, but need a little guidance, try the ZenHabits “Zen to Done” System.

Zen To Done: The Ultimate Simple Productivity System

GTD:  You probably know his name: David Allen.  His book “Getting Things Done” has sparked a fiercely loyal following.  Here’s a list to check out if you’re thinking of taking the plunge.

Zen Habits: Massive GTD Resource List

Center Networks: The Getting Things Done Phenomenon

LifeHacker: Geek To Live: Getting Things Done With Google Notebook

Do you have a favorite system or system hack?  Do share in a comment below.

Do you struggle with getting things done, and yet don’t want a big fat complicated system?  Checklists might be your answer!

I was reading Shannon’s post today about managing time like money.  I love the idea of treating time as a commodity, as I think it requires a certain amount of respect.  Time is kinda like real estate: they ain’t makin’ any more, so use it wisely.

Some people use two separate calendars, one for personal and one for work (my husband is a fan of this method).  I prefer to use one calendar that is coded with colors for a small list of categories for appointments.  Coloring the appointments in this way helps me see (yep, I’m visual) what the landscape of my weeks look like.

Managing Tasks

Last month, I launched my BlogTalkRadio show with my lovely co-host, Krista Colvin.  We got to talking one day, and decided to create a truckload of checklists for just about everything including our show.  Now, I’ll confess I’m not a newbie to checklists, so it was a welcome little tune-up and reminder. (Astronauts use them too!)

Here’s a few things I use checklists for, along with a sample of what’s on mine:

• Marketing: tasks like my eNewsletter and speaking gigs
• Radio Show: A list of things that must be done shortly before we hit the air/Net waves (like get a cup of coffee and use the little girl’s room!)
• Weekly To Do: errands, bookkeeping, writing blog posts
• Daily To Do: phone calls, email, taking allergy meds and Morning Pages

Get it out of your head and onto paper.

Get your routines out of your head and onto paper.  Being organized doesn’t mean you have an extensive database in your head with a killer search feature.  Paper and simpler tools may be a lot more helpful.  It’s also easier to ask for help or hand off tasks to someone else (like to my imaginary housekeeper and virtual assistant *grin*).

Checklists are a great productivity tool, as a brain dump for the repetitive things of life and business. Not having to remember those tasks in the heat of the moment or under stress can be extremely helpful.  They give you a blueprint, written by you.  It’s a way to live your life on purpose and get out of it what you really want!  Isn’t that what it’s really all about?

So, what’s on your checklist?

(photo by akaalias on flickr)

Did you ever feel like you have no motivation?  You may be sitting down to write a blog post, work on a client project, clean the house or organize your home office.  But…. *nothing*….  You’d rather be doing, well, whatever.  Know that feeling?  So, what do you do if you have something that you really must do, but just don’t wanna?  Where do you find the motivation?

Do it anyway.

Dave Taylor had a great post about getting thru writer’s block.  One of the things he recommends is to just do “insert your task or chore here“ anyway, no matter how you may feel.  I use Morning Pages to get my creative and business juices flowing in the morning, and I always feel better when I do them.  Even when I feel like I have nothing worthwhile to write about (and then I write about how I don’t feel like doing Morning Pages). 

Get advice and a plan.

So maybe you want to organize your file drawer or your email inbox and you aren’t sure where to start.  Besides hiring a professional organizer to help you (I happen to know one *grin*), there are lots of resources out there.  Read a book by Julie Morgenstern, take a class or Google “organize my home office”.  Get advice from someone you know or admire who has a great spin on organizing email or productivity.  You don’t have to duplicate their systems, but you just might be inspired and find a better way to work with your own tasks.

Distract yourself for a while.

Sometimes lack of motivation is an indicator that you need a break.  Take the off for a day, week or an hour.  Do something you like – Julia Cameron calls these “artist dates”.  A friend of mine asked me how I have so much time to read (I’m a voracious bookworm).  I told her that I don’t, I make time.  It gets me out of my head and lets someone else “drive” for a while.  It’s like a mini-vacation or self-improvement retreat.

If you’re an entreprenuer or career-minded, it’s easy to be a workaholic – especially when you work from home (I get it, I really do!).  It’s also important to take a break so you can pour yourself into whatever it is you are doing.  “Doing more” doesn’t always mean quality or productivity.  Sometimes it means you’ve just got to much going on, so take a break now and then.  Remember to take care of you, or you won’t have much to give!

(photo by Mostafa Saeednejad on Flickr)

I met my dream desk.

Last summer I went to a meeting at a local office furniture vendor, specializing in ergonomics. Colleen Harris and her team at Harris WorkSystems have a great array of ergonomically correct chairs, desks and desktop tools. One of my favorites was an executive desk on hyraulics, so it raises to standing height of the user. Oh, that is se.xy.

Here’s a pic of the desk before it’s raised:

Here’s a pic when it’s raised to my height:

Oooooh yeah.

So, why the standing desk? There are a lot of health benefits to a standing desk. It increases your level of activity throughout the day, which helps with overall heart and body health and wellness.

As an example: I occasionally wear a pedometer, and one time clocked a 3 hour stretch of standing while working. I had almost 50% more steps clocked in that three hours than I did in an entire day of regular activity (morning till bedtime). Get my drift?

So, why don’t I have this desk in my home office? Um, because it costs in the 5 figures USD. *sigh* So, until Oprah calls, I’ll be using my current setup:

So what if you want some of the benefits of a standing desk for less than a new car?

Raise your desk. I used some risers I found at my local Storables. They would have worked for some, but I’m 5′8″ so it wasn’t lifted quite enough to be the height I needed to be beneficial ergo-wise.

Work at an island. If you work from home, consider using your kitchen island and a monitor stand. Again, depending on your height, this could be an option.

Move more. I wrote a while back about using home office distractions to your advantage. Getting up to do some small chores can do wonders for your health and your sanity. (And I’m thinking of taking advantage of the sunshine outside right now…) ChiefHomeOfficer likes to move around the home in spurts, and has some great tips on how to do that.

Do a little research. I found this great discussion about the standing desk topic here at 37 Signals. There are some lower priced options (Harris WorkSystems has them too) that would be great for the home office!

There’s lots you can do to improve your health in the home office, and it doesn’t have to cost a lot. Standing desks appeal to me, what do you think?

Do you have (or had) a standing desk?