Are your filing cabinets stuffed so full that it's difficult to retrieve and file papers? If you're like 80% of the people in the audiences to whom I speak, your answer is "Yes." "Are there things in your filing cabinet you could probably throw out?" Most once again answer "Yes." So what's the problem?
Certainly a major stumbling block is time. Some may say cleaning out the filing cabinet won't make you money. My response is "Really?" Research shows the average person spends 150 hours each year looking for misplaced information. What would happen to your bottom line if you added that time to getting new customers or selling new products or services to old customers?
Frequently people say to me "It never fails. Every time I throw out something, I need it the next day." To which I reply, "Can you give me an example?" Mostly I get silence. Determine whether you want to keep each piece of paper at all by asking yourself these "Art of Wastebasketry?" questions:
1. Does this require any action on my part? Just because you receive information-even if it's from your boss-doesn't mean you need to keep it! If it doesn't require action, file it or toss it right away! If it's just an FYI, read it and toss.
2. Does this exist elsewhere? Is it in the library? Do you know an expert on the subject who'd be certain to have more complete information if you really needed it? Is the original filed elsewhere? Is it necessary to keep a hard copy if it already exists in the computer?
3. Is this information recent enough to be useful? Today, information becomes outdated very quickly. Would you want a customer to decide whether or not to choose your services based on a three-year-old brochure? The information in a 6-month-old magazine article about computer software has undoubtedly been superseded, as has a downloaded product review from an on-line service. In many cases, it is more appropriate to keep track of the source of the information, so you can get the latest version, rather than keeping the information itself.
4. Can I identify specific circumstances when I'd use this information? Usually, "just in case" is not good enough! Files labeled "Miscellaneous" are of little value, because there's nothing to trigger you to look there. If you can't identify how you'd use the information - at least well enough that you can file it for future reference, it's unlikely that you'd remember you have it, let alone be able to find it later.
5. Are there any tax or legal implications? Here's where "just in case" works. Unfortunately, we're frequently required to resurrect paper that we'd much rather have forgotten. Sometimes, having outdated information in your files can create unnecessary problems. A client of mine was sued. When the company's files were subpoenaed, the prosecuting attorney found my client's unsigned contract proposal, and used it to prove wrongful intent. My client lost the suit and had to pay $147,000. Had the files had been properly cleaned; I don't believe that would have happened.
If you answer "No" to all the above questions, but are still not comfortable throwing something away, ask one last question: 6. What is the worst possible thing that could happen if I didn't have this information?
If you can live with your answer, toss it - and live happily ever after. For years I have orchestrated "File Clean-Out Days" with companies. I used to live in fear that someone would come back to me afterward with a horror story of something we threw out, and they needed later. In 20 years, it's never happened!
Recently a woman told me that one of the big frustrations in her advertising company was staff spending time looking for materials from client projects years' prior. I suggested a plan. Why not establish a company policy that "We keep client materials for three years." At the end of each year, you send a letter to the client saying "We have the following materials from the project we did together. Our policy is to keep client materials for three years. If we don't hear from you in 60 days, the materials will be destroyed." What's the worst possible thing that could happen? Four possibilities than I can think of. (1) You won't waste valuable time looking for something that brings back nothing to the company, (2) Your policy makes you look very professional, or (3) Your letter reminds the client of your availability, and you get a new contract! Who says using your wastebasket doesn't make money? And (4), somebody somewhere probably has it anyway - in spite of our best efforts!
© Barbara Hemphill is the author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free Forever. The mission of Hemphill Productivity Institute is to help individuals and organizations create and sustain a productive environment so they can accomplish their work and enjoy their lives. We do this by organizing space, information, and time. We can be reached at 800-427-0237 or at www.ProductiveEnvironment.com
Saturday, April 24, 2010
Thursday, April 22, 2010
Creating Your Best Year Ever
January is synonymous with resolutions and getting organized is high on many people's list. Unfortunately, perhaps some of us make a resolution, when what we really want is a revolution.
Twenty years of accumulated excess weight to disappear in twenty weeks or twenty years of accumulated excess possessions, to find a happy home in twenty minutes. Maybe a more realistic approach would be an evolution -- "a process of continuous, natural change from a lower or worse, to a higher or better state," according to Webster.
Human behavior is not like computer software. It cannot be installed. It has to be nurtured. To bring order into our lives, in whatever area we choose, whether it is loosing weight, managing our finances, spending more time with our family, or finding a more fulfilling job, we must nurture our own behavior. One area of my life that is a constant struggle is exercise and healthy eating. As a young child my body caused me lots of problems and I tried hard to ignore it. I subconsciously developed a sense of disdain for my body because it constantly seemed to let me down. I learned to mask some of the pain, at least temporarily, by eating. Several years ago while doing some deep soul searching, I recognized that until I learned to manage my body, I could not find the peace and self-respect I was seeking. So I made a commitment that I would begin to nurture a change in my attitude toward my body by applying organizing skills.
In working with thousands of people over more than 20 years, I've discovered there are five components to successfully changing any habit: (1) Vision, (2) Attitude, (3) Time, (4) Tools, and (5) Maintenance. I decide to practice what I preached and apply that knowledge to my own struggle with exercise. Here's the scenario:
Vision: My vision of a healthy body means wearing a size 12 suit comfortably, not having a backache, exercising regularly without inappropriate discomfort, and eating healthy food most of the time, so I can splurge periodically without feeling guilty.
Attitude: In the past I always focused on my failures, but it isn't difficult to look around and find people who have much more severe physical problems than I do that have healthy bodies. I knew that if I was going to accomplish my vision of a health body, I would have to eliminate all my excuses about my lack of exercise and poor eating habits -- I don't have time, it's difficult when I'm traveling, it's raining outside, it isn't a safe neighborhood to run, there isn't anything healthy in an airport, etc. I began to use Noah St. John's approach of "affirmations." Instead of "affirmations"-- saying, "I have a healthy body." I began asking the question, "Why is my body so healthy?" Since your brain automatically seeks answers, it was immediately easier to keep looking for ways to be healthy! Don't ask me to explain how it works - just try it!
Time: One of the interesting things I discovered in helping people to organize their homes and offices is that frequently it takes less time to be successful than people anticipate. Perhaps that's because we overestimate how long it takes to do the things we don't like and underestimate how much time we spend on the things we do like? I started out by using a system called Fit 10, an isometric exercise that takes 10 minutes a day. I knew that if I didn't have that much time, I wasn't really committed to my vision. A few years later, I decided to work out with a personal trainer. The one I wanted is 30 minutes from my house. I committed to two days a week. At the appointed time, I hopped in the car, popped in a audiotape, and by the end of the first side, I was ready to exercise. On the way home I listened to the end of the second side. Now I could exercise my body and my brain at the same time!
Tools: One of the big advantages of Fit ten is that I can do it in my bedroom before I'm tempted by outside factors to postpone exercise. In addition, it fits in my suitcase, and I can exercise in my hotel room, eliminating the excuses of "I don't like to exercise in public," or "I'm not sure this is a safe neighborhood to take a walk", etc.
Maintenance: Now the hard part -maintaining my resolve. My conclusion is that as long as I keep reviewing the first four factors, my vision now includes participating in a public walking event before I reach 60. I did Fit 10 alone for almost three years, but began to get bored, so adding the encouragement (and new tools!) of a personal trainer, put be back on track!
What evolution are you looking for this year? Whatever it is, be kind to yourself, and make sure that you've covered all the five steps. Need some help? Find someone else who has a New Year's Resolution and do it together!
© Barbara Hemphill is the author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free Forever. The mission of Hemphill Productivity Institute is to help individuals and organizations create and sustain a productive environment so they can accomplish their work and enjoy their lives. We do this by organizing space, information, and time. We can be reached at 800-427-0237 or at www.ProductiveEnvironment.com
Twenty years of accumulated excess weight to disappear in twenty weeks or twenty years of accumulated excess possessions, to find a happy home in twenty minutes. Maybe a more realistic approach would be an evolution -- "a process of continuous, natural change from a lower or worse, to a higher or better state," according to Webster.
Human behavior is not like computer software. It cannot be installed. It has to be nurtured. To bring order into our lives, in whatever area we choose, whether it is loosing weight, managing our finances, spending more time with our family, or finding a more fulfilling job, we must nurture our own behavior. One area of my life that is a constant struggle is exercise and healthy eating. As a young child my body caused me lots of problems and I tried hard to ignore it. I subconsciously developed a sense of disdain for my body because it constantly seemed to let me down. I learned to mask some of the pain, at least temporarily, by eating. Several years ago while doing some deep soul searching, I recognized that until I learned to manage my body, I could not find the peace and self-respect I was seeking. So I made a commitment that I would begin to nurture a change in my attitude toward my body by applying organizing skills.
In working with thousands of people over more than 20 years, I've discovered there are five components to successfully changing any habit: (1) Vision, (2) Attitude, (3) Time, (4) Tools, and (5) Maintenance. I decide to practice what I preached and apply that knowledge to my own struggle with exercise. Here's the scenario:
Vision: My vision of a healthy body means wearing a size 12 suit comfortably, not having a backache, exercising regularly without inappropriate discomfort, and eating healthy food most of the time, so I can splurge periodically without feeling guilty.
Attitude: In the past I always focused on my failures, but it isn't difficult to look around and find people who have much more severe physical problems than I do that have healthy bodies. I knew that if I was going to accomplish my vision of a health body, I would have to eliminate all my excuses about my lack of exercise and poor eating habits -- I don't have time, it's difficult when I'm traveling, it's raining outside, it isn't a safe neighborhood to run, there isn't anything healthy in an airport, etc. I began to use Noah St. John's approach of "affirmations." Instead of "affirmations"-- saying, "I have a healthy body." I began asking the question, "Why is my body so healthy?" Since your brain automatically seeks answers, it was immediately easier to keep looking for ways to be healthy! Don't ask me to explain how it works - just try it!
Time: One of the interesting things I discovered in helping people to organize their homes and offices is that frequently it takes less time to be successful than people anticipate. Perhaps that's because we overestimate how long it takes to do the things we don't like and underestimate how much time we spend on the things we do like? I started out by using a system called Fit 10, an isometric exercise that takes 10 minutes a day. I knew that if I didn't have that much time, I wasn't really committed to my vision. A few years later, I decided to work out with a personal trainer. The one I wanted is 30 minutes from my house. I committed to two days a week. At the appointed time, I hopped in the car, popped in a audiotape, and by the end of the first side, I was ready to exercise. On the way home I listened to the end of the second side. Now I could exercise my body and my brain at the same time!
Tools: One of the big advantages of Fit ten is that I can do it in my bedroom before I'm tempted by outside factors to postpone exercise. In addition, it fits in my suitcase, and I can exercise in my hotel room, eliminating the excuses of "I don't like to exercise in public," or "I'm not sure this is a safe neighborhood to take a walk", etc.
Maintenance: Now the hard part -maintaining my resolve. My conclusion is that as long as I keep reviewing the first four factors, my vision now includes participating in a public walking event before I reach 60. I did Fit 10 alone for almost three years, but began to get bored, so adding the encouragement (and new tools!) of a personal trainer, put be back on track!
What evolution are you looking for this year? Whatever it is, be kind to yourself, and make sure that you've covered all the five steps. Need some help? Find someone else who has a New Year's Resolution and do it together!
© Barbara Hemphill is the author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free Forever. The mission of Hemphill Productivity Institute is to help individuals and organizations create and sustain a productive environment so they can accomplish their work and enjoy their lives. We do this by organizing space, information, and time. We can be reached at 800-427-0237 or at www.ProductiveEnvironment.com
Monday, April 19, 2010
How To Win Over Your Fears
If you really want to do something
you will always find a way.
But if you don't want to do it,
you will almost always find excuses.
The easiest way to combat fear is by facing your fears. Look for positive approaches to accomplish your goal. If you want to start a business, attend a meeting at the Better Business Bureau. Read some national magazines like "Income Opportunities" or "Spare Time." Start reading the business section of your newspaper. Subscribe to some ezines that discuss how to run your own business. Gather some ideas and do a little reading before actually jumping into a business. Surely you can find some spare time to read.
Also, begin associating yourself with people who are in their own business already. If you're afraid to go out and make new friends, attend local business-related seminars in your community. Start watching television shows that are related to business. You'll eventually find people to associate with who know others and you'll be the part of a new crowd - the motivating ones!
FEAR is always your enemy. Look at it this way: If you never try, FEAR wins by 100%. However, if you do try, FEAR only has a chance of winning by 50%. If you needed a place to live and only had $10 to your name would you allow FEAR to win and make you homeless? No, most of us would find a job or borrow the money to have a roof over our heads! FEAR is the root of failure, depression and lifelong problems. Are you going to let FEAR ruin your life?
FEAR also will cause you to lose out on many other things in life. If you FEAR the boss at work is going to fire you _ it will naturally be on your mind day in and day out. It will eventually wear you down and you will begin making mistakes on the job. You will also get depressed and build up resentments that may have never been there in the first place. Facing FEAR head on is the best way to combat it. If you think the boss is going to fire you _ go up and ask him. It takes guts, but isn't it better than putting yourself through many months of agonizing torture? Are you full of so much FEAR to even ask him because you think it will trigger him to say "yes" when he might not have been considering it at all? Believe me _ asking a boss "if" they are thinking about firing you will put you in no different position than you are now. In fact _ it will have the opposite effect. The boss will more than likely respect you for your candidness and ability to face FEAR head-on.
Is FEAR holding you back from a lot of things? Are you afraid to confront people and tell them how you really feel? Do you smile in their face and talk about them behind their back? What's so hard about being truthful but using tact? Doesn't it get rid of FEAR and solve many problems?
Complaining is also an act that emotionally drains you and goes hand-in-hand with FEAR. In fact, FEAR is normally the root of any complaint.
People don't want to admit their FEAR so they will complain to release some tension. This is a crazy merry-go-round! Instead of complaining, try to find ways to solve the problem. Don't let FEAR keep you trapped in the RAT RACE!
Copyright 2004
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
DeAnna Spencer is the Publisher of Prospecting and Presents.
Subscribers get one free ad per week.
Subscribe today by visiting http://www.pnewsletter.com
To thank the editors that use my articles, I give them a free
solo ad. To get your free solo ad, contact me using the form
on my contact page. Be sure to include the url where my
article is located so that I can confirm the use of the article.
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
Ezine editors: you can remove the instructions regarding obtaining
your solo ad when you run this article in your ezine or on your website.
you will always find a way.
But if you don't want to do it,
you will almost always find excuses.
The easiest way to combat fear is by facing your fears. Look for positive approaches to accomplish your goal. If you want to start a business, attend a meeting at the Better Business Bureau. Read some national magazines like "Income Opportunities" or "Spare Time." Start reading the business section of your newspaper. Subscribe to some ezines that discuss how to run your own business. Gather some ideas and do a little reading before actually jumping into a business. Surely you can find some spare time to read.
Also, begin associating yourself with people who are in their own business already. If you're afraid to go out and make new friends, attend local business-related seminars in your community. Start watching television shows that are related to business. You'll eventually find people to associate with who know others and you'll be the part of a new crowd - the motivating ones!
FEAR is always your enemy. Look at it this way: If you never try, FEAR wins by 100%. However, if you do try, FEAR only has a chance of winning by 50%. If you needed a place to live and only had $10 to your name would you allow FEAR to win and make you homeless? No, most of us would find a job or borrow the money to have a roof over our heads! FEAR is the root of failure, depression and lifelong problems. Are you going to let FEAR ruin your life?
FEAR also will cause you to lose out on many other things in life. If you FEAR the boss at work is going to fire you _ it will naturally be on your mind day in and day out. It will eventually wear you down and you will begin making mistakes on the job. You will also get depressed and build up resentments that may have never been there in the first place. Facing FEAR head on is the best way to combat it. If you think the boss is going to fire you _ go up and ask him. It takes guts, but isn't it better than putting yourself through many months of agonizing torture? Are you full of so much FEAR to even ask him because you think it will trigger him to say "yes" when he might not have been considering it at all? Believe me _ asking a boss "if" they are thinking about firing you will put you in no different position than you are now. In fact _ it will have the opposite effect. The boss will more than likely respect you for your candidness and ability to face FEAR head-on.
Is FEAR holding you back from a lot of things? Are you afraid to confront people and tell them how you really feel? Do you smile in their face and talk about them behind their back? What's so hard about being truthful but using tact? Doesn't it get rid of FEAR and solve many problems?
Complaining is also an act that emotionally drains you and goes hand-in-hand with FEAR. In fact, FEAR is normally the root of any complaint.
People don't want to admit their FEAR so they will complain to release some tension. This is a crazy merry-go-round! Instead of complaining, try to find ways to solve the problem. Don't let FEAR keep you trapped in the RAT RACE!
Copyright 2004
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
DeAnna Spencer is the Publisher of Prospecting and Presents.
Subscribers get one free ad per week.
Subscribe today by visiting http://www.pnewsletter.com
To thank the editors that use my articles, I give them a free
solo ad. To get your free solo ad, contact me using the form
on my contact page. Be sure to include the url where my
article is located so that I can confirm the use of the article.
$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$
Ezine editors: you can remove the instructions regarding obtaining
your solo ad when you run this article in your ezine or on your website.
Subscribe to:
Posts (Atom)