Making September a Month to Remember

Aaaah... September! Such a wonderful month! Contrary to what we've been hearing over the past few days, Labor Day is only the UNofficial end of summer with autumn arriving on September 22nd, and September is hands-down my favorite month of the summer season. Temperatures are still high with North Carolina continuing to regularly enter the 90ºs, many of my favorite fruits & vegetables are in season, like apples, broccoli, carrots, cucumbers, peaches, squash and tomatoes (all of which I love, love, love!), and it's the perfect time to visit Atlantic Coast beaches without 4th of July crowds. Plus, as a huge sports fan, I'm thrilled to add watching football and soccer in with all my outdoor adventures for the month of September. I can get pretty competitive at NFL fantasy football while I cheer loudly for my Demon Deacons... And shall we not forget that September 20th is my birthday. Happiness!

However, it's really not all about me. There are several very important events happening during the month of September, about which I'd like to make sure you're aware. Sponsored by the Federal Emergency Management Agency with the Department of Homeland Security, September's National Preparedness Month encourages Americans to take steps in preparing for emergencies that may strike their homes, businesses, schools and communities. To assist in disseminating information that will help you prepare for and respond to emergencies which might impact your workspace, I will be providing the "When Disaster Strikes, Will Your Business & Your Team Be Ready?" workshop at Executive Office Suites in Lafayette Village on Thursday, September 26th. For details or to register, please visit this website. Alternatively, to learn more about National Preparedness Month in general and how to prepare BEFORE an emergency, please go to http://www.ready.gov. While the thought of something bad happening might be too difficult to consider, it's vital to take simple steps to protect yourself, your team and your overall business, and I look forward to seeing you at this workshop on the 26th.

Additionally, as someone who lost my grandfather to Alzheimer's disease, I want to make certain you know that the month of September is World Alzheimer's Awareness Month. The highlight of the month is Alzheimer's Action Day on September 21st, when everyone is encouraged to "Go Purple" to show your support to end Alzheimer's disease. Please mark your calendar now to wear purple on Saturday, September 21st, and visit http://www.alz.org to learn more Alzheimer's and dementia as well as how you can help.

Whether you celebrate the last few weeks of summer by enjoying what tasty treats are currently in season, by catching some great sporting events or by vacationing in our mountains or on our coast, please take a moment to see how you can better prepare for potential disasters or what you can do to help those suffering from the debilitating Alzheimer's disease. You really can make a difference!

Location, Location, Location!

In real estate, there's an old adage of "location, location, location", highlighting the importance of where you choose to buy or rent. Well, organizing your office places the same importance on "location, location, location". Here are a few things to keep in mind when organizing your space:

- Make it easier to find what you need when you need it by limiting what is kept in your space... Purge what's unnecessary, and remember that "I might..." does not count as a reason to retain something.

- Keep the mantra "like with like" in mind to group like items together, making it easier to find what you need when you need it.

- When assigning homes to what you keep, store items closest to where you'll be using them, creating "stations" for each function of your job.

- Determine if your personality is more "out of sight is out of mind" or "in view creates visual clutter" so you use appropriate storage tools.

- Every item you retain should be assigned a "home" so it's easy to locate when needed and easy to put away when finished working with it.

- Once homes are assigned, be sure to clearly label what goes where... Label each file or container with terms that enable you to find what you need. There's no "right" or "wrong" verbiage to use when labeling each home.

- When creating your storage solutions, remember that "horizontal is hidden and vertical is visible" so you can easily see labels and know what you have.

- Separate "active" items from those you consider "archive", keeping actives closer for easier access while storing archives further away.

- Use color to group related items... Things you like less placed in files or containers that are of colors you prefer make those items less of a negative and drive actions.

- Move shared files / tools into a common space for team members to easily access in a timely manner whenever they are needed.

- Don't forget about walls and backs of doors... Often, these areas are wasted space, but they can provide a plethora of storage options.

- Remember "a place for everything and everything in its place" to stay organized for the long haul, particularly as new items arrive.

Are any of these tactics you are currently utilizing? Could any of them be implemented for your greater productivity?

Tools for Mind-Mapping

Mind-mapping software can help you become a better, more creative problem solver, identifying gaps in data and working through specific processes. Each option's flexibility helps you reach clarity faster on key issues, organizing your decisions regarding identifying, prioritizing and tracking key project tasks. If you aren't already using a mind-mapping tool, here are some options for you to consider:

- The most popular mind-mapping software is MindMeister, available via mindmeister.com, which is very easy to use, is less artsy than most others and works on Android, iPhone, iPad, desktop, etc.

- ConceptDraw, available via conceptdraw.com, is a serious mind-mapping, project diagram and planning (Gantt Charts, etc) tool that works via PC or Mac.

- Curio, available via zengobi.com, is focused on creative brainstorming and project management, making it a good option for mind-mapping.

- Creately, available via creately.com, is easy, attractive and intuitive, offering an online tool for creating collaborative mind maps and concept maps. Works for both teams and individuals.

- iThoughts, available via ipadmindmap.com, allows you to import and export mind maps to and from over 7 of the most popular desktop mind map applications for use on iPad and iPhone only.

- Novamind, available via novamind.com, is great for folks looking to make fun and colorful mind maps.

- Lucidchart allows users to drag and drop shapes onto its canvas to quickly start flowcharting and mapping out a process; this tool has redesigned the entire process of mind-mapping so you can easily create whatever flow chart, wireframe, mind map or org chart you need. Found at lucidchart.com, it works with Google Drive, Google Apps, Macs and PCs alike.

When comparing these options, what's most important is your comfort level with how that particular tool flows. Therefore, I recommend you take advantage of each option's free trial, and look closely at the online demos.

Back-To-School Helps Stock Your Office

Aah... It's that wonderful time of year when newspapers & TV ads start being flooded by back-to-school specials while inserts tout "huge savings" on office supplies. Although we're still about two and a half weeks away from North Carolina's annual tax-free weekend, during this ritual of back-to-school shopping, a bouquet of freshly sharpened pencils could easily replace roses, carnations or tulips, and those of us in the business of organizing workspaces start to drool over great gadgets & gizmos that'll increase your efficiency with incredible savings. It's no coincidence I just wrapped up a public presentation of "Go From 'Where'd I Put That?' to 'Here's What I Need' In No Time Flat", where I was able to utilize props to represent many of those fabulous office supplies that help to quickly locate what you need when you need it. These days, there are so many fantastic options to equip your workspace!

When addressing your need for a functional filing system, the list of necessary office supplies will often start with a DYMO LetraTAG Labelmaker, which enables a mobile solution for easily adding labels to each file folder. Speaking of file folders, I recommend 1/3-cut file folders that are a darker color on the outside and a lighter color on the inside. Color drives behavior so having a task that you don't like too much in a color that you do like a bunch will make that particular task a lot less unbearable; then, having the inside be ligher than the outside will increase the odds that the piece of paper you are attempting to file actually ends up inside the file folder you had envisioned as its destination. As you start to assign homes to each item that must be filed, start with big categories; assign one color AND one tab position to each big category, trying to keep each file folder label general enough that you don't have too many folders but specific enough to provide a home for each item to be filed. For example, all far-left-tab, green folders might be for FINANCES while those individual folders include FINANCES - Budget as well as FINANCES - Reimbursements. Likewise, all middle-tab, yellow folders might be for CLIENTS while those individual folders might be CLIENTS - John Doe as well as CLIENTS - Jane Smith. What naming convention do you use for your files?

Meanwhile, as you continue taking advantage of back-to-school savings by stocking your office supplies, please keep in mind that square or rectangular boxes, baskets and bins provide excellent options for containing related, loose items, including accessories for your tech tools, but you may also want to consider Cocoon's GRID-IT accessory organizer. In addition, clipboards provide an option for client forms or event-related checklists, and document sleeves can help organize meeting agendas, travel documents and reference items, including instructions for company-wide tools or specifics for how you are able to use your business' logo.

Above all else, though, make sure to add an Inbox on or near the entry to your workspace. Giving those individuals bringing items to you a place in which those items can be placed will empower you with control over your workspace, enabling you to address each of those items when appropriate and minimizing distractions from the important work on which you are already working.

What tools do you have in your office that assist in quickly finding what need when you need it, knowing what you should be doing at any given time and getting more done in less time? Please share in the comments below.

Options For Password Managers

If you're considering electronic storage of your passwords, here are some options that might meet your needs:

- LastPass (limited, free option or $12/year premium): With one, master password, you can log into websites via one click, auto-complete forms, securely store data & notes, synchronize across different browsers & devices and access your data from mobile devices while on the go. This solution works across all major platforms and has the added security of two-factor authentication.

- SplashID ($19.95 desktop + $9.99/mobile device): While this option provides multi-platform services similar to those of LastPass, it's a tad bit more complicated. If seeking more bells & whistles, try this one and see how comfortable you become with all that it offers.

- Roboform ($9.95 for first year; $19.95/year after): Full functionality of this option is limited to only Windows-based devices. Roboform has a relatively tricky set-up process for its installation. However, if you work primarily on a Windows-based PC, it's worth a try.

- 1Password ($49.99 for Mac OR Windows; $69.99 for both; $17.99 / iOS device): For some folks, it's a little concerning that your 1Password data is housed in Dropbox's servers; however, for most, the extreme cost of this option makes it most prohibitive. Either way, you get 1-click login for secure websites, easy online shopping checkout with credit card storage and instant syncing across your various devices. Currently, it is not available for Android devices so it's more Apple-focused.

- KeePass Password Safe (free for Windows PCs): This OSI Certified open source software offers a free alternative for those working solely on desktop PCs. While most others store your passwords in "the cloud", KeePass keeps them on your computer's hard drive, which is why they cannot be accessible remotely.

When comparing these options, what's most important is your comfort level with how well each particular tool fulfills the one-click logins and the tool's general layout. Therefore, I recommend you take advantage of each option's free trial and look closely at the online demos. Which password manager do you prefer?

Productivity and Technology Organization Workshops

Headed into 2013, I'd been told many times that "you're such a good speaker", but public speaking still put such fear in me... I resolved to overcome my fears by scheduling regular speeches, particularly as this provided the added bonus of sharing my messaging with more folks at one time as opposed to my "normal" one-on-one consulting. It seemed like a win-win opportunity, and that has proven to be the case. While you can see the entire list of upcoming workshops on this page of my website, I would be honored if you'd join me this Friday.

Click Here to Register Today for Organize for Success' next workshop...

Go From "Where'd I Put That?" to "Here's What I Need" In No Time Flat

Friday, July 12th - 10am to noon

Onsite checkin starts at 9:30am

Location = Executive Office Suites' Training Room in Lafayette Village,

8480 Honeycutt Rd, Ste 200, Raleigh

A recent Price Waterhouse Coopers report cited American workers as spending nearly 50% of their time looking for information, including paper documents. Worse yet, the average paper document is copied 19 times, thereby creating a drain on paper, ink, supplies and, of course, time… That which can never be replaced!

Just imagine… What could you be doing with all of that time if you weren't looking for misplaced, misfiled and mismanaged stuff?!?

What You Will Take Away From This Presentation:

- Learn options to store important information and tools to later locate what you need quickly and easily

- Discover collaboration tools that make sharing data, documents and information simple and effortless

- Create an office set-up to maximize efficiency for increased profitability

Learn more or register now at http://org4success-space.eventbrite.com.

While I believe that I put the "work" into "workshops" with content-rich presentations, don't take my own word for it… Attendees are raving about what they're learning in these classes. Here's a recent review:

"I am sorry it took me so long to take one of Emily's classes on technology & organizing! The class was worth every dime & more. I learned so many tools that will help me not only professionally but also personally. My wedding planning is going to be much easier now. Emily is very detailed and gives many options depending on what your needs are. She was able to troubleshoot with participants as well and came up with solutions. I can't wait to get my Pit Stop Package for even more help!" - Julie Seibert, Host of Reawaken Your Brilliance & Owner of Healing Through Organization

Eliminate App-Related Overwhelm in Three Steps

Can't find the app you need on your smartphone quickly enough at the time you need it? Can't remember what all is on your smartphone to begin your search? Tired of digging through unused apps for those you can't live without? If you are feeling a bit overwhelmed with the many options downloaded to your phone, have no fear... That smartphone can get back to being a user-friendly productivity tool with just a few steps. Start with the following three actions:

* Get rid of the lemons and clunkers... If you aren't using it, you either don't know how to use it or it is just not applicable to your needs. Find those no longer needed and delete them. This will clear up space so there's less visual clutter and leave only those you really want to use.

* Thoroughly utilize what apps remain... Learn all the services offered by those remaining apps. Determine how those services could be applicable for meeting your needs. Develop habits for using those tools. Practice, practice, practice, and ask if you're unsure about what a tool can do, whether you ask the app's help desk, search the web or shoot me an email.

* Be purposeful about what apps you add in the future... If you download an app just to give it a try, schedule on your calendar a date for its deletion should you decide it's not one to be kept. Then, don't add another app unless you can envision a need being met by it.

There are many that I love, but I want to hear from you... Which apps have a permanent home on YOUR smartphone? Why?

Stop Procrastination in Its Tracks

If you find yourself stalling on important tasks, it might be the onslaught of distractions facing you each day; however, it could also be that you are procrastinating. If it is procrastination, take action:

* Don't know what to do or how it should be done? Make sure to ask, whether that's the client for whom you are performing the task, your manager that has asked you to complete this action or a business advisor / related expert in the community... Once you have such clarification, you'll be more confident, which will make it easier to get started.

* Make decisions based on the best available information and move forward. Gather what details you can, but don't delay unnecessarily if you don't know every conceivable facet.

* If you focus on fewer things at once, you'll get more accomplished faster; then the increased rate of success can fuel even more success.

* Break large projects into smaller, more manageable tasks. Bite-sized items are much more likely to be completed so make sure the items on your to-do list are concrete actions.

* Schedule time on your calendar for each task to be finished. Each "what" that has a "when" assigned to it is easier to get done.

* Set a timer for 15 minutes (or whatever you deem a reasonable timeframe), and get started; if you have momentum when the timer goes off, reset it for the same timeframe, and, then, continue as long as you maintain that momentum or until your next commitment.

What tactics do you utilize to overcome your own procrastination?

Using Evernote to Organize for Success

I have to admit that one of my favorite (if not my absolute favorite) organizing tool is Evernote, which can be found at http://www.evernote.com. There is too much to remember on a day-to-day basis, but this tool enables you to securely capture and retain all those thoughts, checklists, web clippings, photos, audio recordings and so much more; then, Evernote allows you to easily access all that information from anywhere by using its advanced search capabilities via multiple outlet options. As a business organizing consultant, I find this tool to be sooo fabulous, both for myself and for my clients. Here are just a few techniques to best utilize Evernote as a tool to organize for success:

Regularly upload lots of different kinds of information to your Evernote account from anywhere via DIFFERENT CAPTURE OPTIONS... You can add content wherever & whenever it comes across your mind on the web-based version, on the version downloaded to your desktop OR on the version installed on your smartphone as an app. Still, you can also send notes to your Evernote account directly from your email management solution; once you've logged into Evernote, click on Settings to access Account Summary, where you can find the email address to which you need to send info you'd like added as a note in your default notebook. Or you can forward Tweets to your Evernote account from Twitter via @myEN to be added immediately as notes in your default notebook; follow myEN from your Twitter account to get a direct message back with a link-up URL. Evernote makes uploading content so convenient.

Vary the information you upload based off all the DIFFERENT CONTENT OPTIONS that Evernote allows. Evernote readily accepts plain text notes, web clippings, photos or uploaded images (in JPG, PNG, PDF and more), screenshots, audio recordings and checklists... Evernote Corporation truly encourages capturing everything by offering so many options for acceptable content.

Make sure you use all you have added to your Evernote account via the DIFFERENT RECALL OPTIONS offered within the system. As Evernote explains on its website, this tool helps you remember everything by making anything you see, think or experience accessible and searchable across all the platforms and devices that you use, but what does that mean?

--- Everything you upload is automatically indexed to be searchable, meaning typed or handwritten content can be searched, even if the note's content is simply a scan or photo of the writing.*

--- Notes can be organized into different notebooks, allowing you to sort through a smaller number of uploaded notes at one time by selecting a single notebook to be viewed at that time.

--- If you choose, you can add tags to different notes, organizing content from different notebooks into groupings by tags and allowing you to search for them by that assigned tag term.

Think of your Evernote account as being a shelving unit in your office, except that Evernote is accessible when you are mobile while a shelving unit is accessible only when you are in your office. Then, each notebook in Evernote would be like a 3-ring binder on your shelving unit, and each note in an Evernote notebook is like each sheet of paper in those 3-ring binders on your shelving unit. However, unlike the shelving unit where you have to look at each binder's label or the content on each page in that binder to see its content, Evernote allows you to type a word in the search field to find it anywhere in any note's content, notebook name, title or tags.

Basically, I see Evernote as a "data dump" for all the information that overloads all of us each day, week, month or year, but it's greatest strength is how easy it makes retrieving the information you uploaded to your account. This program's search capabilities are simply amazing!

Although I will continue sharing additional ways to best utilize Evernote, I would love to hear how this tool is impacting your life right now. Are you using Evernote already and, if so, what techniques do you use to maximize this tool's effectiveness? Please share in the Comments section below.

If this is the first you have heard of this exceptionally fabulous tool, it is never too late to get started using it... Feel free to visit http://www.evernote.com today, click on "get started" to set-up an account as well as download the desktop version for your particular computer and view how-to videos. I am confident that you will not be disappointed in all that you are empowered to do by using this tool.

* The only exception to a note's content being searchable would be a PDF in the free version of Evernote, but that can be overcome by switching to an Evernote Premium account at $5/mo or $45/yr.

May is Revise Your Work Schedule Month

In honor of National Revise Your Work Schedule Month, here are tactics to get the ball rolling on evaluating (and, hopefully, implementing) alternatives to your daily commute:

1. Research how flex-time and telecommuting opportunities can be an alternative that would be mutually beneficial for both you and your company, focusing on how an employee who doesn't use company office space but fulfills all of the job's responsibilities is more cost-efficient without all the office-related overhead, has less down-time since work can be done more easily amidst life activities and, often times, will get more done in less time without office or commute distractions.

2. Determine if you are able to stay on task and maintain daily structure for yourself, with the assistance of task-focusing technologies or by using an accountability partner, particularly since individuals who telecommute do not have management around to regularly enforce productivity. This can be easier for some than others, and it is important to be aware upfront as to your limitations.

3. Talk to people you know who are currently working flex-time schedules or telecommuting, even if they are only doing so from time-to-time or very irregularly. Find out what works well with what they are doing as well as what they would change, and ask about how they got to their current situations.

4. Tweak your current work schedule a bit for greatest productivity and optimum efficiency. Know during which time of day your energy is at its highest and determine which tasks can be shifted into that time of day. Group like tasks together to process through each grouping more quickly, like all your calls together or all your emails together. Such in-office successes can set the stage for even greater success in flex-time or telecommuting scenarios.

5. Plan how to address any questions your boss might raise about a flex-time or telecommuting alternative, including what might be your work schedule, equipment requirements, accountability measures and how your work will be monitored.

6. Finally, muster up your courage and ask for your work schedule alternative... The answer will be "no" to 100% of the questions never asked so it is important to present your idea along with all the supporting data you collected and, then, work with your boss for how to make it happen successfully.

What have you done already to take charge of your work schedule? Are you currently utilizing flex-time policies or telecommuting? Please share your thoughts in the Comments section below.

Confused By Options For Document Storing, Sharing & Syncing?

As new technology is created, there are more and more options, and it can be very overwhelming... I mean, have you seen all the cloud options for storing and sharing data?!? Wow! The key, though, is how each tech option makes your life easier, more organized and more productive. Read on for a little clarification about various available tools and what differentiates them...

Notes-Keeping Options:

Although Yojimbo and Growly Notes are Mac-only while OneNote caters to the needs of PC users, Evernote works in both the Mac and PC realms, making it easy to organize all information in one, reliable solution. Plus, whereas there is a fee to use any form of either Yojimbo or OneNote, there is a fairly robust option for Evernote that is absolutely FREE... Such a beautiful word, eh? With each of these tools, you can store text, images, PDFs, checklists and more, organized with tags, by labels or in groupings / notebooks and easily searchable. Access your Evernote or OneNote account via the Internet, on your computer's desktop or on your smartphone and access your Yojimbo or Growly Notes account anywhere data is synced through MobileMe.

Options to Aid in Creating a Paperless System:

Both Shoeboxed and OfficeDrop offer mail-in scanning services, where you package your papers in pre-paid shipping for those companies' employees to coordinate scanning your documents into an organized, electronic format for you. However, if you prefer to scan your own documents for yourself, there are several other options... The Neat Company offers NeatReceipts as a portable option and NeatDesk as a desktop scanner, allowing you to scan your business cards, receipts and 8.5" x 11" documents into a digital filing system. Both Canon Document Scanners and Fujitsu ScanSnap Scanners offer mobile, personal, sheet-fed and network options to scan your documents. Although each self-scanning device integrates differently with collaborative solutions, like Evernote, the option for you may depend most on current pricing so it's recommended that you research online before buying.

File Collaboration, Sharing, Syncing and Back-up Options:

If you are looking for a tool that relies solely or primarily on you manually moving a document from your computer to the cloud or web-based solution, there are plenty of options available. A free account through Dropbox gives you 2GB of storage for life, but a paid account will increase your Dropbox storage capacity; any file can be shared from Dropbox via the appropriate URL. Windows Live SkyDrive is very similar but is limited to PCs and bumps the storage limit up to 25GB with a 50MB cap for each file. A free account through Ge.tt gives you quicker, real-time storing and sharing of files for 90-day intervals. Furthermore, MediaFire has no restrictions except that files be smaller than 200MB. A free account through Box.net gives you 5GB of storage with a 25MB cap for each file, including a collaboration "holtlink" for any shared files. And the very popular option of Google Docs can be found at Docs.Google.com to upload files from desktop, access them from anywhere and do real-time collaboration with others.

On the other hand, if you are looking for a tool that will move documents from your computer to the cloud automatically, the available options are a little different. With these options, you simply install the technology on your computer (PC or Mac) and, at different intervals when your computer is connected to the Internet, your selected data will automatically be encrypted and securely backed up to the cloud, allowing you to restore or remotely access as-needed later. In February of this year, Mozy replaced its unlimited backup plan with a tiered storage plan of 50GB or 125GB, allowing users to purchase additional storage in increments of 20GB each. If you are looking for an unlimited option, Carbonite offers such a solution for $59 a year while the unlimited solution from Crash Plan is $49.99 a year, but Crash Plan has smaller storage options for less money, too. And there's good news... In addition to the aforementioned manual option, Windows Live Mesh's SkyDrive also offers an automated sync for PCs, too!

Finally, Amazon Elastic Compute Cloud is a web service that offers a customizable, pay-as-you-go option for storing in a cloud environment, allowing you to quickly scale capacity up or down and pay only for the capacity that you actually use. For details on this new and different option, I recommend visiting http://aws.amazon.com/ec2/.

Options Enabling Remote Access to Paperless System:

Now that you've created all these electronic documents, some will be accessible via Internet access through cloud technology; however, sometimes, you just want to work with them on your own computer. If you travel a good deal, options for accessing your own computer via the Internet from a remote location might be very helpful, and there are several options for accomplishing that goal. LogMeIn and GoToMyPc allow you to access, support and manage devices (including Windows-based PCs and iOS-based Macs) at any time from any location via a secure, Internet login. Or you can use Windows Live Mesh to work on your PC from another location, running programs or browsing PC files remotely. Finally, if you have an iPhone or iPad, use Mocha VNC to connect to your Windows PC or Mac OS X and see your files/programs exactly as you would sitting in front of your computer itself.

Smartphone Solutions for Working with Documents:

Although many of the aforementioned tools enable access from your smartphone, a growing number of people elect to work via smartphone, rather than focusing on use of desktop and laptop computers. Quickoffice Connect and Documents to Go - Office Suite are options to create, edit and share Microsoft Office documents on your iPhone, iPad, Android technology or Blackberry.

Do you utilize cloud technology and, if so, how do you upload data to "the cloud"? Are you backing up data automatically or adding it manually? Which tools do you prefer most? Please share in the Comments below.

It's the Official "Organize Your Files Week"... Let's Celebrate!

We're in the third week of April, known as Organize Your Files Week, and it's a great time for this project, especially since Tax Day has passed, you've filed your tax return (or an extension) and you may have moved last year's financial documents.

Step One... Determine what needs to be kept for how long. Although a quick Internet search of "record retention" or "what to keep for how long in office" produces a wide variety of websites to help, it is always advised to check with your accountant for current requirements, too. A little bit of homework can go a long way for making the purging and sorting process much easier.

Step Two... Purge what doesn't need to be kept. My clients like using separate bins for TO KEEP, TO RECYCLE, TO SHRED and TO OTHERS when working through the purging process, but the particular categories you use would be unique to your specific needs. As you review each item, determine what's the worst possible result if you get rid of it; then, determine if you can replace it should the need arise.

Step Three... Sort items from the TO KEEP bin into categories. Group like with like into appropriate yet general categories that will aid in correctly labeling contents to remain in your space. You want to have enough files to contain all items that will remain, but you don't want to have too many files. If you have to wonder in which file a document should be added when filing that document, chances are good you'll wonder about the same thing when going to retrieve that document, which goes back to the need for limiting the number of files as available options when originally creating those file folder options.

Step Four... Color-code your system. Color is fantastic, and creating appropriate yet general categories limits the number that you use, allowing you to assign a different color to each category. File folders now come in such fabulous colors, including ones that are lighter inside than out so you know for certain when you are putting papers inside the file rather than in between files in the same drawer. Furthermore, colors drive action: you can see at a glance to which topic the file is related and a topic you dislike in a file that's your favorite color is less likely to be avoided.

Step Five... Assign a "home" to each category's items. Make sure to account for what you already have as well as what will be added. Then, when creating sub-categories, utilize the same tab position. For example, for the TAXES category, you may use the same, far-left tab position for TAXES 2010, TAXES 2009, etc. For the THINGS OWNED category, you may use middle tabbed files for STOCKS, BOAT, AUTOMOBILE, HOUSE, INSURED JEWELS, etc.

The goal is to know where to quickly locate what is needed when you need it... Can you put your hands on any piece of paper in 30 seconds or less when you determine that you need it? What paper management tactics do you use for your file drawers, and what's working best? Do you mirror those tactics for your electronic files? Please share in the Comments below.

Using One Address Book to Organize for Success

For contacts' names, phone numbers, emails and snail mail addresses as well as any notes related to that connection, keeping everyone's information centralized within one system makes it easier to keep contacts' data up-to-date and to access those details quickly whenever they are needed. However, how do you make an address book really operate as a tool to encourage your great success? Read on for tips to best utilize your address book...

1. Use what works for you. Test different options to see if your personality and specific needs mesh best with a paper or electronic option. With smartphones that sync with cloud technology as well as small paper options, either can be as mobile as needed to update contacts' information as you are out and about, but there is no "right" or "wrong" option; just select whichever option is best for you.

2. Be clear and honest with yourself about what you consider a "contact" you'd like in your address book. This would preferably be someone with whom you plan to interact regularly or with whom you'll do business... Not everyone from whom you collect a business card will qualify as a contact to go in your address book. However, since you still want access to the contact info for those that do not make the cut, I recommend scanning their business cards into your computer with NeatDesk and, then, uploading those scans into a "Networking" notebook in your Evernote account, allowing you to easily search for their information should it be needed down the road.

3. Update the information for those contacts in your address book regularly, especially as the details of their information change. The most useless tool is one with out-of-date data, like the saying of "garbage in leads to garbage out". Therefore, it is vital to be proactive and stay up-to-date. At least once each quarter, purge contacts you no longer want in your address book, especially if there's no longer a valid reason for them to be there, and, then, review the accuracy of remaining contacts' information.

4. Know upfront what is your goal for using an address book. Choose whether you want to simply manage contacts and their information OR if you want a Customer Relationship Management tool that can add in history of communications or retail trade-cycle management functionality. Do you want a record of interactions you've had or projects that you have worked on together? Do you need to schedule follow-up with this person? If you are fully aware of your goal, you can better use your selected address book tool for achieving it.

5. Utilize all the bells & whistles that come with your address book. Some address book options allow you to connect each contact's record with his / her social media profiles, which is a great way to see what important events might be occurring in that person's life. Some address book options allow you to print labels, which is a great way to alert clients and business partners about important happenings for your company or in your life. Yet, it is very important that you do not get distracted by all the current bells & whistles... Your address book is a tool, and successful use of this tool depends on keeping that in mind whenever you're using it.

What techniques do you use to maximize your address book's effectiveness? Please share in the Comments section below.

Using One To-Do List to Organize for Success

Are you jotting down reminders on multiple sheets of paper, in various notebooks or via sticky notes posted all around your office? If so, how many of those action items are actually getting completed?!? Keeping all your to-do items in one place makes it more likely they will each get completed and aids in prioritizing. However, how do you make a to-do list really operate as a tool to encourage your great success? How do you compile your action items to ensure all of them get done? Read on for tips to best utilize your task management solution...

1. Use what works for you. Test different options to see if your personality and specific needs mesh best with a paper or electronic option, keeping in mind that electronic options allow for reminders while some people remember better what they write down on paper. With smartphones that sync with cloud technology as well as small notebook options, either can be as mobile as needed, but there is no "right" or "wrong" option; just select whichever option is best for you.

2. Remember that it's okay to say "no". When someone asks you to do something, ask yourself "Is this task important? Does this task move me forward in achieving my goals? Is there someone else that should be doing this instead?" Be strategic about tasks you complete versus tasks you decline or delegate, and know that saying "no" can be a very powerful tool in your arsenal.

3. Do not depend on your mind to remember all tasks. Keep one tool (whether smartphone for your electronic option or small notebook for your paper option) with you at all times to continually add tasks as they arise. This "data dump" becomes your master to-do list, from which you pull a daily to-do list at the end of each day as you plan for the following day's activities.

4. Delegate. To get more done, find all the tasks on your to-do list that can easily be accomplished by someone else and, then, delegate those tasks to that person. Sharing tasks empowers the other individual AND opens time in your schedule to complete the tasks that can be done by only you.

5. Delete. Cross non-critical items off your to-do list so they don't nag on you or distract you from what really must get done... Focus on what remains, and relish in how good it feels to remove items from your to-do list.

What techniques do you use to maximize your to-do list's effectiveness? Please share in the Comments section below.

Business & Professional Women's Young Careerist Finalist

Last night, I was honored to be one of three finalists in Raleigh's competition for the Business & Professional Women's Virginia Allan Young Careerist Program, organized by Paulina Bohorquez of Paulina Real Estate Team and judged by all-stars in our community: Folami Bandele, Executive Director of the YWCA Greater Triangle; Jean Hedges, Founder and Executive Director of Women's Power Networking as well as Senior Loan Advisor at Prime Lending; Pat Howlett, Creator of inSide919.com and President of The Howlett Group. With the competition including essay, interview and speech presentation components, this was an excellent opportunity to review my accomplishments thus far. Therefore, I'm using this week's post to share with you my "tell us your story" speech, hoping you enjoy reading these insights as much as I had fun presenting them during the event. And, without further adieu, here's my speech from last night's Young Careerist competition:

Some people read minds. Some people read lips. I read between the lines... or so I've been told... In 2007, I created my very own business, Organize for Success, using laser-sharp focusing methods to help business people, just like you. As a professional organizer, it is my responsibility to empower clients with a few essential skills. For your listening pleasure, I present them in alphabetical order:

- Skill number 1... Finding what you need when you need it.

- Skill number 2... Getting more done in less time.

- Skill number 3... Taming your technological tools.

But I don't stop with my clients... I believe it's critically important to give back to the community, and here are three ways I'm serving our community, again, presented in alphabetical order:

- 1st, I'm the incoming President for the North Carolina chapter of the National Association of Professional Organizers... NAPO for short.

- 2nd, I serve as the Media Coordinator for the North Carolina Lung Cancer Partnership.

- 3rd, I am the Secretary for the Triangle Alumnae Chapter of Kappa Alpha Theta.

Before we go any further, a little background info so you'll know a little bit more about where I've come from to get to this point...

I am one of seven children, and my parents were married 35 years.

I am a graduate of Wake Forest University...

I'm a sports-aholic who roots hard for my Demon Deacons (a little tougher this year but I'll always stick with them through thick and thin).

I lost my father to lung cancer one year ago this month.

And, as a Marketing Director for local automobile dealerships, I am a woman working in a man's world, often joking that I created Organize for Success to escape the male-dominated world of automobile dealerships.

I believe I am a good mentor... There are a lot of young women who want to and need to learn how to be successful in a man's world. In other words, with a little coaching, GEN-X and GEN-Y women can easily hit home runs, score game-winning 3-point shots and run entire football fields to score touchdowns... All while wearing Spanx!

I stress the fact that many of today's businesswomen believe they have to walk, talk and act like a man to be successful. On the contrary, I believe it's important for businesswomen to embrace being women while still relating to the goals, thought-processes and communication styles of the men with whom they work.

My marketing background, my organizational skills and my appreciation of the sports world enable me to "get it"; plus, coming from a large family, I really know how to share... and sharing this knowledge is exactly what I plan to do with business and professional women of Raleigh and beyond. I hope to help many young women in business read between the lines, helping them to not settle for bronze or silver but go for the gold medal.

How would you answer the request of "tell us your story" and have you reflected on your accomplishments recently?