Archive for the ‘Tips’ Category

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Leave a Bad Mood at Home

Wednesday, October 19th, 2011

Leave a bad mood at home. Use business time to deal with business issues not personal ones.

This is a simple thing to say and not always so simple to do. There are many variables and those may change daily depending upon the situations or extreme circumstances you may be facing in your life. But for this discussion we will focus only on the “routine” personal issues that so many people take to the office.

One issue is just being in a bad mood because of a negative comment or suggestion that someone made that is annoying to you. They didn’t like something you did or said and you let it interfere with your daily work by continuing to think about it and focus on the comment all day. It becomes a distraction and will take away from the quality of your work and increase the stress in your life.

According to Sandra Sieck RN, Director of Cardiovascular Development at Providence Hospital, “Chaos leads to stress, which takes itself out on the body.
The primary organ affected by stress is the heart.” So in order to reduce the stress on your heart, reduce the mental chaos in your life by refusing to let unnecessary comments affect your day. Take a walk during your lunch break and again when you get home. Exercise will usually help reduce the stress, and give you time to think clearly about the issue at hand without interruption.

Another issue that people take to the office is their personal relationships. Anything fitting into this category is best left at home and not discussed on the phone or otherwise at work. Remember – if you are texting and emailing during the work day regarding personal relationship issues, it is as if you are stealing time from your job.

Do not use the company computer or phone for personal communication. It’s a bad practice. Make time to handle these issues in private when on your lunch break or after hours; your co-workers will appreciate not having to listen to the details of your life that should remain private.

To change a bad mood before you arrive at the office try listening to upbeat music or audio books. Talk to a happy person while driving to work. Think of something enjoyable you will do over the coming weekend or a fun vacation you have taken in the past. Turn your thoughts to things that are positive and let go of the negative. You will be much happier, your work day will be much more enjoyable, and your co-workers will appreciate it.

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Lee’s Keys © #5

Tuesday, October 4th, 2011

Listen Well, Communicate Effectively

1) Be aware that the WAY you speak often has a more lasting impact than the words you use. Think through what you will say and HOW you will say it before initiating an important discussion of any kind. There are certain words and phrases that are good to use and others that are not based on the person you are talking with.

2) When someone is talking to you focus on the person talking. Make eye contact. Whether they are 4 or 40, it shows respect and helps you stay on the proper train of thought rather than planning what you will say next. If you need to remember to answer something being said, make a quick note and then re-establish eye contact.

3) Do not interrupt someone while they are speaking. They will appreciate being “heard”. If you don’t know the answer to their question or dilemma, be honest and say so! A polite answer that lets them know they have been heard and that you care enough to get back with them with an answer will serve you well in business and at home.

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Lee’s Keys © #4

Tuesday, September 27th, 2011

Prioritize Tasks, Schedule Time, Minimize Stress.

If you have a problem with being on time, try setting your watch ten minutes early to be sure you won’t be late. Act according to the time on the watch not the “real” time. Remember your travel time to and from an appointment and schedule that as well.

One way to reduce stress is to SCHEDULE your workday.

Prioritize your TO DO List, 1-2-3 in order of importance – Do the most important thing first, or when you are at your optimum mental performance level. It may be early in the day or late in the afternoon. Determine when it is for you and work accordingly.

Do not schedule too many high priority items or tasks for one week or one day.

Do not let 3’s become 1’s due to inattention.

Make appointments with yourself to get work done. KEEP the appointment!

Wasted time is doubled effort, and increased stress. Searching for misplaced items and information wastes time. Be sure everything in your office and home has a place to “live” and keep it there, whether it’s the stapler on the desk, or electronic files. Take it out and put it back where it belongs. (Wasn’t that Day 2 in Kindergarten???)

Break each project into manageable steps. Be Realistic. Do not keep adding to each step unnecessarily.

Delegate when possible – if you are not the only one involved in accomplishing a task or project, others should share certain responsibilities throughout the cycle of completing the project.

Projects will expand to fill available time, so schedule the time. Set completion dates for the overall project and also for each step. Work toward each date until it is done.

Remember that when you are scheduling your time, one of the hardest things to do is to say NO. Mastering the art of saying “no” to unrealistic expectations is not easy, but can be one of the most freeing things that you ever learn to do.

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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 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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Law Office Relocation, Part III

Friday, June 5th, 2009

The move day went smoothly because the project checklist had been kept in focus during the entire project.
When you categorize the project and move lists and add the responsible party’s name to the item needed it helps each part of a relocation run smoothly.

As each item was accomplished, the list was updated to reflect any new items needed, as well as things that came up at the last minute. The goal was to plan ahead so that there were few last minute details to add.
Goal accomplished. The move was completed on time and in good order.
The telephones were turned on, the computers worked and the copiers were running well before the end of move day.

The only item remaining is to hang art, and that will be done soon.

It has been said, “A picture is worth a thousand words.” We agree! Enjoy these before and after photos of the new office space.

TIP: Phone numbers and e-mail addresses kept in one central place during any project or move make communication with responsible parties easy and concise.

"Before" Office Entrance

"Before" Office Entrance

"After" Entrance

"After" Office Entrance

"Before" Reception Area

"Before" Reception Area

"After" Reception Area

"After" Reception Area

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"Before" Conference Room

"Before" Conference Room

"After" Conference Room

"After" Conference Room

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"Before" Storage Space

"Before" Storage Space

"After" Storage Space

"After" Storage Space

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Law Office Relocation, Part I

Friday, May 1st, 2009

Recently, I received a call to help a small law firm move its offices. They were not moving far from their current location, but as I’ve learned over the years, the distance a firm is moving is not the most important thing. The same things have to be done to insure a “less stress” relocation process whether moving next door or across town.

With the new office space drawings in hand, we met with the contractor, the office furniture representative, the computer company, the VOIP providers and others. Planning wall removal, furniture placement and outlet spacing are some of the first things to be done. This is to ensure that when the movers arrive with the furniture, the pieces not only fit where needed, but they also have phone and electrical outlets available in the correct locations.

Making selections such as flooring, paint colors and window treatments are next on the list. The selections for this law firm were made based on current furnishings as well as personal preferences. If you haven’t managed this type of commercial move before, this is a great time to get someone to help who is good with colors and textures. Sometimes that helpful person is an ASID Interior Decorator and, sometimes, it’s the guy at the paint store!

Here’s a tip - if you need to match paint color and can’t remember the number from the old paint can, take off a light switch cover and remove a small paint sample. Most good paint stores will be able to match from that sample.

Now that the initial plans have been made we will begin the demolition phase of the job soon. I will keep you posted as the project progresses.

See the pictures below of the new office space … taken after meeting with the contractor but before renovations.

"Before" Office Entrance

"Before" Office Entrance

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"Before" Reception Area

"Before" Reception Area

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"Before" Conference Room

"Before" Conference Room

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"Before" Storage Space

"Before" Storage Space

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