Carving out a corner.

You may have experienced this is a very tangible way when setting up your home office.  Whether you carved out a corner or cleared out a room to start your business or new work at home job, it may have been a struggle.  For many people, having a home office is a sort of afterthought, and a lot of times involves some clearing out to get it accomplished. The home office is a pretty common place to dump the “life leftovers” because you just can’t think of another place to put it.  Then, you have to deal with it to make the space usable.  Suddenly, all that stuff seems like a burden.

It takes time & resources.

If you think about everything you own, and how much if we really need, it’s a real eye-opener.   If you only have one computer, here’s an example of the work and time it takes to own it:

1. A place to store it
2. Energy to run it
3. Repairs when (not if) it needs them
4. Maintenance
5. Cleaning
6. Insurance
7. Services to backup your data
8. Software to use
9. Internet access

Get the idea?  The cost of ownership is much more than just the purchase price.  What really costs is the maintenance and usage to make it something you can utilize.  Now, what if you have two?  Do you need two?  How much more time to maintain, repair and use them will it now take?

Do I really need that?

Of course, there’s more to your office than just the laptop.  There are supplies, paper, storage, furniture and other various creature comforts.   The more things we have, the more time it takes to maintain ownership.  Here’s some questions to think about as you look around your office (and even your home or calendar) and think about how much you really need:

What if you pared it down to what you really need?

What if there was some “white space” in the office to give your mind and eyes a place to rest on?

How much time (and money) could you gain back if you scaled back your office belongings 25-50%?

If you had less stuff, would you have more time?

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

The theme of this week’s theme is: “Spark an Idea About Purging”.
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I talked a lot about filtering today.  In a conference call, teleseminar and a talk with a friend.  Purging and filtering go hand in hand.  When I think of purging, the first thing that comes to mind is purging paper files.

Wow, that’s a lotta paper…

Did you know that the average home office has 3,000 pieces of paper?  Are you kidding me?  Uh, no.  That’s a lot of paper!  No wonder people (maybe you) feel overwhelmed by paper in their office!

If your paper is out of control, it might be time to purge, get rid of, sort, go through and get it squared away.  Here’s a few pointers:

Don’t keep what someone else already is keeping.
If you’re keeping your electric bills, don’t.  If you need a copy, guess who has one?  That’s right, your electric company.  Better yet, go paperless and set up an online account and have your payment history at your fingertips.

Seven years is good enough for most paper.
If you’re stuck, seven years is a good benchmark.  There is certain paper you should keep indefinitely, but not much.  Here’s a document that can help (Be sure to check with your accountant or tax preparer in case you have special circumstances.)

Clean out the file cabinet once a year.
Paper can easily get out of control when it’s locked away in a filing cabinet.  So, once a year take some time to archive and purge through your paper files.  The new year is a great time to do this, and start the year off with a clean slate!

Make it easy on yourself and don’t overdo it.
If you can’t stand a 16-hour purging marathon, don’t.  If the thought of purging your entire office filing cabinet makes you dizzy, break it down into smaller times and projects.  Do one drawer at a time, 30 minutes at a time.  Be consistent, and before you know it, your office will be a new place.

Protect yourself.
Did you know that most identity theft comes from paper?  Not the internet, paper.  Be sure to shred important documents so you don’t become a statistic.  A good paper shredder can be purchased for under $100.  That’s an investment well worth making.

Ready to get started?  Go do it!

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P.S.  Do you like what you see here?  Did you know I have an enewsletter with tips, news and other tasty home office organizing ideas?  You can sign up HERE.

I love roadmaps.

I like having my weeks mapped out so I know what I’m doing each day.  It helps me stay on task and minimizes the chance that I’ll forget something.  That’s why I love templates.  They make my schedule and tasks brain dead simple.   It helps me stay on task and work each day with a purpose.

Templates are basic plans which can be used over and over again.  They can be set up once and then used and revamped as needed.

How I use templates. Here are some working examples…

• Recurring tasks: I map out the year with my enewsletter publishing days, tax preparation, marketing review periods and administration tasks.  You know they will get done, as you’ve written them down on a calendar and gotten them out of their head.  This is particularly helpful with those tasks which are not exactly favorites.
• Projects:  An example of this is my current podcast, The O Myth (and upcoming NEW podcast on my current site!).  We have a template for our show, with small changes for content and guests.  We use the template over and over again, and the show outline is ready to go in about 15-30 minutes.  With two of us hosting the show, this helps us focus and get the work done quickly so we can get on with the fun stuff.  Like producing the actual show!
• The daily grind: Have you ever come to the end of the day and thought, “Doh!  I forgot to do that again!”  With a daily list of things I need to do on a clipboard on my desk, I make sure the important things get done.

How could you use templates in your work 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 Something You Want So Badly You Can Taste It

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I work from home, and I can be a bit of a workaholic (in phases).  Sometimes it makes the housework suffer.  Now, it’s not that my house is a complete sty or anything, but it would be nice to have some help so I could concentrate on other things.  Like taking a bike ride with my son or writing the best book ever written on home office organization.

I want a housekeeper.

I don’t mean a full-time housekeeper; just someone part-time to come and clean the bathrooms and handle the detail cleaning (like the blinds, windows, etc.).  I don’t mind sweeping or doing the dishes or the laundry (ah the smell of freshly washed linens!).

Said housekeeper would do those little things I just don’t want (or have enough time in the day) to do.  It will free up my time and brain to focus on the other things in life.  Did you know that many wives “of old” had household help, and the didn’t run a business?  But, I digress…

What I’m doing to get there.

That’s all well and good, but what will I do about it?  I’m working toward an income goal where I can justify a housekeeper.  It will free up my time and let me breathe a little.  It will also help me know that things are ship-shape around here.  Lastly, it allows me to employ a local service provider and give back to our local economy.

Clean windows, bathrooms, a little free time and piece of mind.  Now, that’s something to feel good about.

What do you want?

I look at organizing as a filter.

Organizing is more about deciding what’s important, and filtering out the rest.  It’s really that simple.   How do you organize stuff?  Where do you start?  Here’s one of the most important things I teach clients and audiences at my presentations:

Sort & Edit: aka, FILTER.

When organizing an office, you’ve got to do this first.  What goes and what stays?  Do you like it, do you use it or need it for legal (archival reasons)?  Once you decide and go through your office (some people call it purging, but, eww…) then you know what you have left.

Think of it like draining pasta: filter out the extra.

It takes a LOT of water to cook a small amount of pasta.  In the end, what you really want is the pasta not the hot water.  So, when you’re done cooking it, you dump the pasta in a colander and drain out the water.  What you have left is the pasta.  You filter out the extra and keep what you want (or need).

What sort of filtering do you need to do in your office?

If you work from home, you have the wonderful advantage of decorating and renovating your home office in anyway you please.  If that sounds daunting, there are some small things you can do to get started.  With just a few small changes, and on a budget you can swallow, your home office will call to you instead of repel you.

Put up some art.
Take a piece from another area in your home, search a flea market or treat yourself to a new piece.  Make it something that inspires you when you look at it.  Keep the positive vibes going with a great piece of art.

Remember your wins.
My website, The Home Office Organizer, recently won an award for “Best Web Presence“.  I was so excited and humbled.  The award meant so much to me (it was given to me by my peers), so I put it in my line of site sitting at my desk.  Now, when I’m sitting down working, I occasionally see it out of the corner of my eye.  It makes me smile.
Have you won an award, earned a degree, got a big fat check or received a great letter of thanks?  Hang it on the wall, make a shadow box or put it on a memo board.  Keep it in front of you!

Rearrange & Redesign.
Feeling cramped or like your office isn’t working out for you?  If you have a small budget for changing up your office, consider rearranging your furniture & redesigning the space with what you already own.  If you’re not sure where to start, the book, “Use What You Have Decorating” is a great resource.

Organize.
You knew I had to mention this, right?  Organizing your office so you can find most anything you need in about 5 minutes is the best way to make your office a place you love.  Cut your frustration by purging your paperwork and getting your office in order.  If you’re not sure where to start, begin with what is bothering you the most, like a cluttered desktop.

Hang some window treatments.
The home office is often an afterthought when it comes to decorating.  A simple thing like hanging window treatments can make a room feel more complete.  A soft, beautiful fabric can make all the difference.

One of Levenger’s well-known products is the Circa collection.  They are so gorgeous!

How to use it:

There are calendars, notebooks, address books and other ways to customize this Circa system.  The system is completely DIY, so you’re only limited by your imagination!

Another of their products I like is the Note Card Bleachers:

How to use it:

This product is great for organizing notes and keeping them in front of you.  If you’re a visual* type person, this is a great product to keep your info front and center.  You could also use this for pictures or even cards you’ve received as a “happy place” on your bookshelf.

*If you’re a visual person, check out my exclusive audio interview with author Lanna Nakone.

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Disclosure:  I was not compensated or paid to write this review.

Maintaining Laser Focus in Your Business

Improve Your Workspace: The Spark An Idea Weekly Roundup

15 Project Management Systems for SOHOs

When is a Good Time to Upgrade

Business Lesson Learned from Camping

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!

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Ok, confession, I’ve been on vacation for about 3 weeks.  I’ve been ignoring my home office, because we’ve been having a great time.  But now, it’s time to get back to the normal routine.  My workspace needs some love, STAT!

Have you ever been there?  Your workspace is uh, er, not looking it’s best.  There are a lot of small things you can do, but the first thing you can do to improve your workspace is…

Organize it.

If you’ve been reading my blog for a while, I’m all about this.  Some would even say I’m a little obsessed, and I honestly couldn’t really disagree.  It changed my life a while back – seriously.   An organized workspace helps you work better, feel better and gosh darn it, just makes you like where you work.  People often wonder where they start.  Here’s a few quick tips to whip your workspace into shape.  (If you need even more help, you can get help with that too. )

Start with your desktop.

You’re looking at the mess, and it’s driving you crazy!  So take a few minutes and deal with it.  Put things away, recycle the junk mail and get on top of it.  There’s that saying that a clear desk = a clear mind, I agree to a point, but it just makes you feel better.  Right?  Ok, then.

Is your workspace really working for you?

Is it too loud?  Too cold?  Too hot?  Too dark?  Take that one little thing and improve on it. Don’t discount this, you’d be surprised how much of a difference these little things make!

Get some systems in place.

Don’t be scared. It only means to have routines and things that help you stay on track, like a checklist that helps you stay on top of things.  Need to file?  Set aside a day of the week to do it.  Need to update client records?  Set aside a day of the week to do that too.   Make it easy on yourself so things get done.  This will help you with that nasty paper tiger problem as well – which just gets out of control way too easily!

Love where you work.

If you hate your workspace, you’re going to be miserable, and it will show.  Improving your workspace doesn’t have to be expensive, but make it a place you love to be.  Use what you have.  Shop a garage sale.  Cruise the clearance racks at an office supply store.  Recognize the value it brings, the income it produces and the satisfaction that comes from a job well done.  Your workspace is where that takes place, so take care of it and it will take care of you.

What can you do to improve your workspace?

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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Like this article?  Did you know I dole out all kinds of home office tidbits on a regular basis.  Interested?  Signup right here:

The Basics Behind a Budget That Works
Many of you have indicated you use your home office for family affairs.  If a budget is beyond you, or needs a little tune-up, this is a great way to start!

DIY Inverted Bookshelf at Lifehacker
The picture alone is a mind bender, but then they give you DIY instructions to make the thing.  Fun!

Spark an Idea About Email
Have you seen this week’s roundup?  Great stuff!

Todoodlist
I had to share my fave new product for projects and related tasks.  Fun to use and so, so simple!

Des Walsh on Business Cards
Perhaps one of the most interesting people I have ever met, Des Walsh, talks about his take on business card design and usage.

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?

I got myself a schedule to follow, so I had a roadmap to follow.  Now the confession: I haven’t done every training day.  I have every training walk details entered on my daily calendar, so I know exactly what to do.  But, I have fallen off the bandwagon a couple times.  So, what did I do?  I got up the next morning and recommitted myself to the process.

Have you ever fallen off the bandwagon in your home office?

Oh sure, it happens now and again – you fall off the bandwagon.  The mail doesn’t get sorted, your email inbox is out of control, the filing cabinet has taken on a life of its own and you can’t remember the last time you saw your desktop.  So, what do you do?

Get back up & start again.

If this is you, recommit to getting your home office in shape again.  I’d even be willing to bet you know exactly where to start.  So, take 5 minutes and get started.  Get back on the bandwagon, and remember that next time you get a little behind, it’s ok.  There’s always tomorrow. 

I must admit I’m a bit of a gadget queen, and I love playing with new electronics;  especially the useful ones.  I’ve also been thinking about the pros and cons of Netbooks and Notebooks.  Here’s a few articles I ran across as I was looking around at some upcoming products, a great article on Netbooks compared to Ultraportable laptops and a few “top” lists to complete the roundup.

10 Most Anticipated Ultraportables and Netbooks in 2009

Netbook or Ultraportable: Which Is Best for the Job?

Best Laptops Under $1000

Top Ten Laptops For Geeky Girls (Yes, I am one!)

Best 5 Laptops

The short commute. I put my son on the bus, and then my home office is 5 steps from my front door.  That’s bliss.

It’s got the best coffee & lunch menu in town. I get to make it my way, there’s no waiting and no fighting with the wifi login.  It’s even better now that I have one of these.  Cafe au lait anyone?

No gas or parking. We’ve saved a bundle on gas and parking fees.

Multiple locations. I can work inside from my desk or out on the patio when the sun is out.  It’s even better than a corner office.

It feels like home.  Now, of course it is home, but that’s not quite what I mean.  My desk is a repurposed kitchen table, my office supplies are in a valet and my backup storage is an armoire.  It feels so comfortable and welcoming,  I want to be in there!

What’s your favorite thing about your home office?

A while back, I started using Google Grand Central for my business line.  To say that I love it is an understatement!  Then, this morning I read that they were upgrading the service, and it will be called “Google Voice”.  That’s the good news.  The bad news?  Yeah, if you don’t already have a number, you’re kinda out of luck.

Get your name in the hat.

Don’t have a Google Voice Number?  That’s ok, because you can get one… eventually.  Here’s where you can do that.

Here’s why you want a number.

I’ve been using this product for about two years-ish.  There are many reasons I like it.  A few of my favorite things:

Multiple ring locations. I can tell my Google Voice number to ring me wherever I am.  I can also choose different numbers to ring through to different places.  So, say you have a very important contact that you want to be able to reach you at all hours.  You give that number an all-access pass to all numbers listed in your account.  This also works great for emergency situations, if you give your number to your child’s school or caregiver.  There’s infinite possibilities!

One number. My Google Voice number is my main business line, with lots of flexibility.  I have one number I can give out, and it’s not tied to a physical location.  I’ve also been able to check voicemail when I am traveling overseas.
(One word of caution:  there have been a couple times the system has gone down, so make sure you list an alternate number on your business card and/or marketing materials.)

Call recording. I have a colleague I mastermind with on a regular basis.  We use Google Voice to record particularly important sections of our conversations, so we can remember them later.
(Another word of caution: DO NOT record any call without the other person’s permission.  It’s inconsiderate at best, and illegal at worst.)

Alright, so I’ve droned on enough.  Sold yet?  Go check it out!

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Maybe you’re like me… Everytime I travel,  I wonder why someone has NOT invented ONE plug for all my electronics.  I mean really, would it be so hard for a bunch of manufacturers to get together and figure this out?   I’m no electronics engineer, but it seems to me that there are a lot of smart people out there who could solve this problem.

Cast your vote.

I just put my two cents in, and if you feel strongly like I do, please do the same.  Imagine: less cords, less waste and less frustration.  Doesn’t everybody win?  Yeah, I think so too.  It’s conversation worth starting.

Click on the GreenPlug banner to voice your opinion!

There’s lot of storage products out there, including a big ol’ batch of ugly ones.  However, storage & organizing tools don’t have to be generic or unattractive.  You may already have some great stuff laying around your home office right now.

Think outside the literal box.

I like to use unorthodox organizing tools.  My favorite place to find organizing tools is the kitchen section of the home improvement center and the hardware store.  Bread baskets make great office supply storage containers, and storage baskets double as paper recycling bins.  Lazy susans make the most of small spaces, and galvanized bins & small pots corral pens and other supplies.

Come on, take a chance.  What can you find that looks great and helps you stay organized?

My girl Melissa talks about “sweet escapes” on her blog, and they are lovely to look at!  So, I thought I would do a little roundup of some fab office setups.  If you’re feeling stuck or need some inspiration, come on a little inspiration escape with me!

by Jeremy Levine Design on flickr.com

by Fernanda Mancini on flickr.com

by fotographix.ca on flickr.com