Getting Organized (a.k.a. Becoming an "ORG NINJA"!)

I am a fan of organized people. They amaze and confound me. They make being organized look so effortless and logical, yet my reality is just so not that.

I know I'm not alone.

Because of people like me, there's a whole "organizing" industry. There's even a professional non-profit association of organizers in Canada where you can actually find someone to help you get organized! I kid you not! Go to www.organizersincanada.com for more information.

I HAVE been very organized ... at different times ... in one or two areas of life ... while everything else fell apart.

Organizing is actually my favourite avoidance technique. I give the illusion of being very busy and productive, while preventing myself from tackling something extremely important and difficult. I've come to terms with this habit. When the energy is there I go with it. At least I'm getting my most non-favourite task of filing out of the way.

When I get going, I'm very good at filing. So why can't I STAY organized?

Well, in a nutshell, some of my top core values are Variety, Creativity and Challenge, while Organization is third from the bottom. In my Personal Style Indicator, I am very people oriented, as opposed to task oriented. I really gather no joy or fulfillment from filing every piece of paper that travels my way.

I am not that way wired.

Are there benefits for people who ARE wired that way? ABSOLUTELY!

• They don't break into a sweat at the word "Taxes".
  
• They save great amounts of money from rebates and coupons that have not expired.
  
• They will never panic when I call them to ask if I can pop in and see them in ten minutes as I'm in their neighbourhood (people dropping into MY neighbourhood will have to meet me at the Starbucks or Tim Horton's down the street).

As we all know, our Personal Style and Core Values are not EXCUSES for our behaviour, so to prevent myself from being completely inept I have developed some survival systems ... which I of course change from time to time, fulfilling my value of Variety ... and telling myself THIS one will work!

If you're organizationally challenged like me I recommend you create a system that YOU WILL USE!!! There are terrific people out there with amazing systems I could never in a million years put into practice. The best paperwork system I've found yet for me is a set of four file folders that travel everywhere with me ... YES, ONLY FOUR!!!

1. Inbox - these are the things you need to act on within the current quarter.
2. Outbox - these are the things you need to redistribute, take somewhere else or discuss with other people
   
3. Expenses - This is a huge one for me! All your receipts go here to be filed into a tax file at home or written on an expense form at work, held for 30 days in case you need to return something, etc.
4. Future Ideas - all the pieces of paper, magazine articles, brainstorms, etc that I am not going to act on immediately go here to be reviewed quarterly and prioritized

Duplicate this set up as baskets on your desk at work (or files in your drawer) and trays on your office wall at home.

This system has freed my mind from the constant nagging worry of misplacing or burying a paper of high importance. My ever treasured mound of amazing ideas now has it's own folder, which I can pull out and peruse whenever I need a creative break.

Like it?

No, I can't claim responsibility for this idea. I recently had the opportunity to hear Krista Green, TV Show Host, author and speaker, in person. Her relatable, practical advice in her "Travel Light, Fly Faster" presentation will revolutionize the way I approach my briefcase, office and even my purse (love that "Butler Bag")!

For more information about Krista see www.organizedforlife.ca.

If your focus and productivity is impeded by the pile of paperwork in your office, do yourself a favour:

1. Schedule time in your daytimer or electronic calendar that is UNMOVABLE and call it ORG NINJA TIME or something that makes you look forward to that event.
2. DO NOT answer your phone or door during this time. You are booked! It is a meeting! It is important!
3. Start with Krista's simple system, but use boxes the first time. Add an additional box called Reference Material. That will include all things you can file and may or may not have to look at in future. DO NOT GET DISTRACTED! If you find a paper you need to act on, put it in your "INBOX" to deal with AFTER your ORG NINJA TIME.
   
4. Clear your work area and backlog of paperwork once and for all into workable sections that are within reach, but not front and center (close drawer or accordion file).
5. Place all Reference Material in a less accessible location - a further away file cabinet or bankers box in storage room.
   
6. Clear your briefcase and any other stashes or piles of "To-Do's" so all your priority work is in one place.
7. When you leave each location, take your "OUTBOX" items with you. When you arrive, go through your OUTBOX folder in your briefcase to see what needs to be left in the new location.
   
8. Schedule time each day to file all rogue paper into your system (to be done, to go somewhere or be filed, expenses, ideas for the future). Remember: A system you actually use is a system that actually works. The more you use it, the more systematic it will become and the more it will work for you!

Most of all, make it fun! Be a happy but ruthless ORG NINJA!!!

Whatever You Choose to Focus On ... No Regrets?!

I recently turned down the opportunity to go to a great networking event. I knew the potential for opportunity was passing me by. These contacts could have amounted to terrific connections and allies for many years to come. I was running on empty, completely burnt and afraid I would not be able to maximize the event. I chose my health over the event.

Naturally what did I do the entire next day? Thought about the event I missed instead of focusing on what I needed to do that day. I ended up missing out doubly and being miserable.

I'm sure I made the wise decision initially but then should have fully embraced that decision with no regrets. What's done is done. You can't change the past. Why dwell on it?

On closer look though, which all that dwelling eventually brought me to, a couple of things were happening:
#1: The things I had been doing in my day to day life for the week prior to the event were very draining ... probably not the things I should have been focusing on if I had been living and working truly on purpose.
#2: Deep in my heart I felt my values were not in alignment with the person who invited me to the event. When first asked, I said "yes" to the event as it seemed like the right place to be, but my sub-conscious was churning away calculating all the ways I may need to insulate myself from this individual at the event.

Wow!

So apparently I was not practicing what I preach. I realized a clear and simple truth:

If you cannot at that moment be fully engaged and on purpose in your decision making, there is an internal conflict regarding that decision and your core values.

In plain english, the event was the place I should have been. It was the right thing for me to be at and my brain and heart knew it. I had compromised my core values all week and I did not have the forsight to attempt to attend the event WITHOUT the person who is contrary to my core values; therefore, I missed out. So yes, the gurus of "Go fully into the now and embrace it" are correct on the surface (why put yourself through additional pain and agony), but wrong overall. By emptying your mind you allow fluff to invade that teaches you nothing, instead of growing from the experience.

My suggestion? Be fully aware of your inherent strengths and your core values which are not likely to change in a lifetime. If you are not living and working in a way that honours your core values, you will disengage, lose focus, be inconsistent, lack credibility and decrease your self esteem. Eventually you will fail and blame yourself over and over again, which is completely counter-productive. Instead, know yourself and be your brand.

To do this summer:
1) Visit CRG and complete the Values Preference Indicator. This is $25 online. Print based is available for $20 plus shipping.


Online Values Preference Indicator (VPI)

2) Read through the entire report, comparing your initial list of your perceived values with your actual core values. Make special note of the values that moved up into your core list. These are the ones you have NOT been honouring. Note the ones that dropped out of your core list. These are someone elses values you adopted and honoured, thinking they were truly you.

3) Note the bottom three values on your final core value list. Gauge the way you feel about them and about people who hold these as their top core values. Realize this is the way you unconsciously engage with these people and why you may lack credibility in their eyes. Values are not right or wrong, they just are. They are set by the time you are twelve and not likely to change in a lifetime. YOU WILL NOT CHANGE THEM BY WITHOLDING HONOURING THEIR VALUES. You will effect their perception of you ... and not in a good way.

4) Make your plan of action to save at the end of the online report for future reference (or write them on your print based report). Refer to this action plan WEEKLY or even DAILY throughout the summer AND whenever you are making a decision you are the least bit hesitant over.

5) Get rid of your "NOW" guru books and get real, get grounded and get fully engaged and on purpose! Pain is there for a reason. It is telling you something is wrong with your body, mind or heart. Listen to the pain and find the actual source, then stop doing what's causing the pain! It's just that simple ... Time consuming? Yes. Worth it? Absolutely!

Have a fully on purpose summer!

Stop the World! I need to Catch UP!!!!

Technology ... friend and foe, gift and curse, wonder and horror, time saver ... you get the idea. In this crazy world of information overload at the speed of light, who has TIME to learn how to create their own website, place new postings and take advantage of all the very cool resources available?

The pendulum of the Do-It-Yourself syndrome is swinging fast and hard in the opposite direction. Today's solo entrepreneurs are beginning to realize the true value of partnerships. They are not only farming out their accounting, but are now hiring virtual assistants, web site creators and optimizers, and other very targeted services they stumble across.

As synergistic as entrepreneurs like to think they are, they are realizing it truly pays to focus on their strengths and leave the administrivia and details to those who are designed to focus on administrivia and details.

I hear you saying:
"But I NEED to take care of these things!"
"No one else knows how to do this properly."
"I don't have the cash flow to hire an assistant."

"My situation is completely different."

Stop! Breathe.

1) Take your index and third finger.

2) Place them on your neck and feel your pulse.

3) Find the pulse in your wrist.

4) Compare the two results.

The pulse in your neck is strong and easier to find, isn't it? The pulse in your wrist is weaker and easy to lose, right?

The further you stray from your strengths (your heart), the weaker others will find you.

Who decides if you are credible or not? Others! You are your brand! If you are not credible, your brand or image will forever paint a negative image in the minds of others. How much effort would it take to restore that damaged credibility? What is your credibility worth to you?

Steps to take this month:

1. Complete an Entrepreneurial Style and Success indicator (see last month's blog).
2. Catalogue all your strengths you PREFER to focus on (make you happiest).
3. Create a list of duties you are currently doing that have nothing to do with your strengths.
4. Place the name of a company or type of service beside each of the items in number 3.
5. Start getting quotes from all you've listed in number 4.
6. HIRE people or services to make your life simpler and to free you to do the things you know, love and do best.
   
   Note: continue to add to your list in number 4 throughout the year. You will be amazed at how much better your worklife flows when you surround yourself with the right help.

Happy delegating!

-Carol-