Archive for the ‘Space’ Category

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Go to the Cloud or Not???

Monday, January 30th, 2012

The question is not an easy one for many businesses. As with many things in business, it’s not always an all or nothing situation. The USPS has offered a television commercial to remind us that an online virus has never attacked a corkboard; and so we are much safer from cyber attack, identity theft, etc. if we keep the physical paper and know where to find it.

There are several things about this commercial that are true and give warm, fuzzy feelings to certain types of viewers. Yes, I agree with you that it would be great if the USPS could deliver on time and for a reasonable fee but that is another matter to be discussed later.

On the other hand, things placed on physical wall boards and in open trays on desks that tend to get covered up (translate “piles”) give us unpleasant thoughts of late fees, wasted time searching for the physical item, possibly missing a sale, as well as other stresses. According to the medical professionals, these are unhealthy scenarios for the heart.

Here are a few questions to help:

1. Are you kinesthetic? Do you LIKE to hold the paper, highlight it, make notes on it and place it in a binder for future use? Is the type of paper the information is printed on important for making decisions regarding your business?
2. Would you prefer to never see another piece of paper again? In your opinion, going to the Cloud is the ONLY way to conduct business, and you do not understand why everyone does not realize how vitally important it is to Go Green.
3. Are you a combination of the two?

If you enjoy using the computer to search for information, for communicating by sending email etc. but you are totally kinesthetic, you print each important email and keep almost every piece of important business paper there is. For you, having a system to keep the paper in order is important. Professions such as marketing and legal come to mind. There are many reasons for these businesses to keep certain types of information in printed form. For ideas and solutions to keep physical information together in a stylish and organized way, check out www.bindertek.com.

Depending on the type of your business and your target market, there are many reasons and ways to go completely to the Cloud. If the Cloud is right for you, chose your favorite method and get going!

If you have a business that needs a combination of the two systems, check out www.mobillogic.com and learn how you can effectively keep and FIND the physical items you need/want to keep while storing related information on the Cloud for future reference. You can have your paper and scan it too!

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Complaints of Inaccessible Company Information

Thursday, November 3rd, 2011

One of the most common complaints I hear as an office organizer is about information that should be easily accessible and shared, isn’t. There are many reasons for this, but the most common complaint is that there is not a standardized method of filing information of all types. Whether it’s electronic or physical, information that is created by employees is for the use of the company to further the business function of the company. It is not created for that employee alone.

Over the years I’ve heard many employees’ reasons for hoarding company information, especially in a large company. One of the most common is that the creator of the information wants to be able to find it again. They fear that if they place it on the drive that is the company backup drive they will not be able to get back to the information when they need it. Yes, it does happen sometimes that a drive becomes “full” and the info is moved, but more often than not the creator of the info has had a bad experience with losing information and does not want to repeat it. That person is responsible for maintaining the information since they have created it; however it will not benefit the company if that person is not there to retrieve the information when needed.

This is a true story: A few years ago an employer needed information that an employee had created. As a deadline approached, the employee was on a well deserved vacation and was out of cell phone range. (Good for them!) In a panic, thinking the deadline would arrive before the employee returned, the employer called multiple family members to try to locate the employee, which caused much distress for many. When the employer finally reached the employee, he learned that everything needed was ready and that the employee would return well before the deadline arrived. This episode did nothing to improve their working relationship.

In this case, a good search engine and better communication would have relieved the stress for everyone. Of course, moving to the cloud to create and store information would have helped significantly. Fears of lost information on random drives would be relieved and everything needed would be a search bar away. So when you run into these same issues, try making a change to MobilLogic to solve the problem. The people in the story above made the move to the cloud and both are much happier now. I believe you will be also.

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Paper Statistics according to Richard Paul Wurman

Tuesday, October 25th, 2011

According to Richard Paul Wurman:

“We get more mail in a week than our parents got in a month, and more mail in a month than our grandparents got in their lifetime.”

The average time to retrieve and file paper documents is 10 minutes.

An average of 3% of documents are lost or misfiled, and have to be retrieved at a cost of $120.00 per document.

Each piece of paper on your desk will distract you up to 5 times per day.

People spend an average of 22 minutes a day looking for things on or around their desks.

More than 80% of the cost to maintain paper records is in the personnel time required to retrieve and replace documents in the filing system.

The personnel cost to handle a record throughout its life averages over 20 times the original cost of the record itself.

According to Forbes, today’s typical executive wastes 150 hours a year – almost 1 month – searching for lost or misplaced information. For someone earning $50,000 a year that translates to a loss of $3,842.00. What could you do with that much money?

According to Bill Gates, paper consumption has doubled every 4 years and 95% of all information in the United States remains on paper compared to just 1% stored electronically. Paperwork is increasing faster than technology can replace it.

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Lee’s Keys to Organizing © #3

Wednesday, September 21st, 2011

Improve Efficiency - Reduce Steps.

Store the items you use most closest to their point of use. Whether it’s storing your stapler on your desk or your spatula in the drawer, or hanging the keys near the door you use to go to the car, if you will determine the closest point of use and design your storage for the items around that area it will reduce steps and help you become more efficient.

Being efficient also means using schedules and your smart phone and computer for things you used to use paper planners and address books for. Learn to use the programs that help you with the work you do. This will serve you well. It will save time, and reduce clutter. I will admit that when the electricity is out for a period of time, I’ve known many people with paper planners and a land line to be able to continue their work without interruption. The lessons we learn!

Set up a good filing system at the office and at home, USE it, and teach others in your home to use it as well. Knowing how and where to put things away, and using a calendar to know when to take them out again are invaluable tools at work and at home. Color code the files for young students. Teaching them this one small thing will begin training your child and give them tools for a lifetime of organization. One day they and their bosses will thank you!

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Lee’s Keys to Organizing © #2

Monday, September 12th, 2011

Think Vertically and Visually!
Look up – up the wall, up the desk area, up the closet door. Use that climate controlled space you are paying for even if it’s not flat! There are many organizational tools available to maximize vertical spaces. Determine the need and then decide upon the organizing tool to help. For instance, there are all kinds of over the door shoe storage containers, but have you thought about using these same tools to store office supplies as well? What about gift wrapping supplies or paper flier dividers? If you can see that you have what you need when you need it then you will not waste time or money to buy more.

And all those shelves or book cases that are in the area – have you thought about ways to maximize that space? There are so many options of dividers that are designed to work on bookshelves. Do you need to store sticky notes, or stationery, or pens? Look at the items you need to sort and store and then find the best shelf divider for your items. Don’t overlook standard metal bookends – they serve many purposes. Using the correct storage tools in your Waterfront Property© area will help you have more productive working space available because now you are using vertical space to your advantage.

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Lee’s Keys to Organizing© #1

Tuesday, September 6th, 2011

1) Design your Waterfront Property © for maximum use.

Your “Waterfront Property” is the most valuable space in your office and your home. It’s where you get your work done, whether it’s your desk at the office or the kitchen table at home. It’s the space where you accomplish your work. Are you right handed or left handed? Set up your Waterfront Property accordingly. For example, if you use a desk handset, place it on the opposite side of the desk or table as your dominant writing hand. When it rings, your writing hand will be available to take notes.

Think through the tasks you work on in this space and set it up properly for the things you are trying to accomplish. The job will be much easier. Be sure you have the tools and the equipment needed to do the task at hand. When you are finished, put things away so that you will be ready to do the next project on your list. You will thank yourself later.

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To Relocate or Not to Relocate – the Questions are MANY (Part Three)

Tuesday, July 26th, 2011

The Move

You know now that your Cons for staying where you are far outweigh your Pros and so it’s time to make a change. You have informed your landlord and found a new location for your office.

I suggest creating folders (virtual, physical, or both – it’s up to you) and begin to sort different types of information you will gather regarding the move into broad general departments. Try to keep them this way unless there is entirely too much information from one vendor in which case you will have to make separate locations within the department for that vendor in order to keep track of the information properly.  This may sound complicated but it really isn’t and will save you so much time and frustration during the move process.

Departments could include titles such as Old Location Info, New Location Info, Employee Info, Moving Company, Communications, Copiers, Web Site, Printing Company, Cleaning Service. These are just examples, there are always more!

Use different colors of folders and subdivide the Departments into Locations if you want to keep a folder for each sub item, OR you may use color coding for the Departments and keep all folders in the same department the same color. Again, this is your choice. Using color is especially helpful if you are a visual person.

If you decide to use a web application to keep things together during the move process I recommend www.MobilLogic.com It will let you set up your system the way you want to set it up and also gives you access to all types of e-mail reminders, security levels and allows you access to all of your info no matter where you are since your info is secure on your own part of the cloud. Scan or not as you choose. Check out the web site and review the three minute video for more information.

When the movers have been interviewed and hired, the communications consultants have helped you decide where to place all of the new lines and wireless devices and the new office furniture is on the way, its time to begin to declutter in earnest. Use your company’s records retention schedules to determine what types of documents to keep on site or off site at a Records Management Center, what to shred and what to toss. Be ruthless with yourself don’t stop until even the kitchen is clear of things that should have been tossed years ago! Really, who is going to display dirty holiday decorations? This process will help you have a more open and spacious new office and will help you use the square footage you are paying for to its maximum potential.

Move only what you will actually use at the new office. There are many types of places where you can donate used office furniture for tax write-offs, and others where you can sell it on consignment. Either way, release what you will not use!

When the move is complete and all are settled in their new spaces, make a note for yourself on your calendar to look back at the decision to move six months after your move date.  Hopefully you and your employees will be pleased with the decision.

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To Relocate or Not to Relocate – the Questions are MANY(Part Two)

Wednesday, July 20th, 2011

Now that you have made the decision to think through the question of whether to relocate your office or not, there are many things to consider. Let’s use the Pro and Con columns on your page to help.  For example:

Pro Staying                          

  • Great location, Easy to find
  • Parking - Ample spaces and free
  • Building - clean, secure building and offices.
  • Nice landlord – always has a smile and returns calls promptly.
  • So much easier to stay here and not disrupt business – reduces stress!

Con Staying

  • Location - how important is this location to the actual business I perform? Do I depend on foot traffic to gain business or do people come here primarily to see me and others in my company? Do I only leave from here to go see others at their offices?
  • Parking - Outside areas are not kept neat and clean and it’s a bad first impression to the people who do come here.
  • Building - do I really need to pay this much per square foot or could I get the same or better space at a different location?
  • Landlord – nice, yes, but he is not very responsive to requests. Always has to “try to schedule someone” and it will “take time to fix it’.
  • Is the stress of HVAC, plumbing, or poor communications services worth staying?

Now that you have begun your list of pros and cons, take time to add to and revise this list.  There will be other things that will come up and they may be just as important as your initial thoughts.  Do not discount anything – add it to the list in one or the other column.

Remember to keep in mind the additional expenses of a move including little things like having new printed materials and website changes.  Will you have to have a new phone number, or decide to go wireless? All of these things are part of a business move decision making process and should be on your list of pros and cons.

When you have made your decision to move or stay it’s time to take action on either decision! If you have decided to stay, make an appointment with your landlord and take your list of pros and cons to the meeting. Go over the list and discuss the things that are the most important to you first. Those things are more likely to stick in the mind. Ask for a definitive resolution to the issues at hand and agree on a date by which these things are to be accomplished. Put the agreement in writing and set follow up dates on your calendar.

If you have decided to relocate, it is time to take different steps which we will discuss in Part 3.

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To Relocate or Not to Relocate – the Questions are MANY (Part One)

Monday, July 18th, 2011

Do you have anxious feelings at the thought of moving to a new office space in your building or even relocating your entire business? If so, let me offer some ideas and suggestions that may help. 

Does it seem easier to stay where you are and put up with the things that you know are not great in your present location rather than find a new place that may not be much better? If you already know what is not right about your current situation and have been able to deal with it for this long, why go through the hassle and stress of finding a new place and moving? 

Maybe it’s HVAC that is not performing properly and you are hot in the summer and frozen in the winter. But wait – that’s why they make those under desk models of heaters and fans, right? All you need is one more extension cord to get it positioned properly… Although the landlord does the best he can do, it’s still not right after three years.  Or possibly the plumbing is not working properly and you have a yearly corporate meeting that is about to take place in your suite. Oh great… Could be that you are tethered to a landline because there is poor cell reception in the area.  The people from corporate always love it when they have to stand outside in the heat / cold / rain to make a call or check messages.  Whatever the case may be, it seems easier to you to not make a change.        

Let me help you get started with the decision making process.  One of the first things I suggest is to make a list!  You know – Pros and Cons – draw a line down the middle of the page and record Pros on one side of the paper and Cons on the other.  Take your time! This list does not have to be complete at the end of the hour, workday or the week. There is too much to consider, and you will not be able to think through it in one sitting. It does need to be complete at least three months before your current rental contact expires so you will have made a thoughtful decision with plenty of time to prepare either way.  
                                             
Now that you have made the decision to think through your question of whether to relocate your office or not, there are other things to consider. Let’s use the Pro and Con columns on your page to help.

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Why We Keep the Things We Keep

Sunday, March 27th, 2011

Recently while working with a client who is moving to another state, I realized that they would be a great example for others to follow. They had already taken care of their tax information, delivered the important information to their accountant, and had scheduled appointments with their banker and others to be sure all is in order for the move.

open-chestAs we sat together going through over 40 years of collections and memorabilia, they began to make decisions that to some may seem “ruthless”. Old papers and documents not related to anything they own now were tossed and/or shredded. Most photos were kept, but the ones that weren’t were discarded because there was no identifying information on them and no way to discover who the people were. Even some holiday cards received from family members were tossed because there was no significance to them now!

At one point I asked “Are you SURE you want to let that go?” regarding an item to be taken to re-sale. With a smile, they replied in the affirmative and out it went.Over and over the client made difficult decisions regarding “things” that did not have any value to them now.

I asked how they were able to discard things that usually meant so much to other clients I have worked with in the past. It is amazing to me that not once have I heard this client say “I might need it some day” as an excuse to keep a “thing”.They told me that if they still use an item, if it’s something that makes them happy, or could bring joy to others in their family, they kept it, and if not, they didn’t.It was that simple!

How wonderful it is to work with others who value the joy of people over things. I will remember this client’s wisdom when it’s my turn to de-clutter.

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