Lee’s Keys to Organizing © #2

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.

Lee’s Keys to Organizing© #1

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.

“Was that a weekend?!”

August 29th, 2011

You know you have too much on your plate when Monday rolls around and you ask yourself “Was that a weekend?” Now Monday is here again and you begin your week feeling tired and stressed. Did you put too much on your plate for the previous weekend that did nothing but further stress you instead of rejuvenate you? You may have gotten a lot done physically but was it worth it?

Think about it – what did you do last weekend that really could have waited until some time in the future OR that didn’t really need to be done at all? Was it cleaning out the attic, painting the garage floor, or mopping the basement? You get the picture – was the thing that took your time and energy really what you needed to do? Was there a true purpose to the activity that you expended so much energy on? If so, GREAT! Congratulations on getting the house ready for the party, or for house guests, or to be placed on the market soon, but if not, well, you know…

Did you allow time for any personally enjoyable activities? Not just fun for others, but for you as well. I am not suggesting that you always place yourself first on the list; I’m simply suggesting that it is healthy for you to be on the “Fun Activity” list somewhere. If working in your container garden is rejuvenating then do that. If rock climbing is fun for you, then do that. It doesn’t matter what it is, just do something each weekend that relaxes you and lets the stress leave your system; so when Monday arrives you will have the energy and mental capacity to properly focus on your work.

Spend some time on you each weekend and become the person that people want to emulate and not the one they dread seeing on Monday! That’s a great individual to be.

Disaster Preparedness

August 24th, 2011

We are in the midst of hurricane season and living on the coast it’s easy to assume that everyone knows what to do in the event a hurricane threatens. That’s not always the case. There are many things that can help sustain your business after the storm until services are restored.

If the storm is strong and you receive a direct hit, it will take longer to get back to normal business activities than if you are on the weaker edge of the storm. There may be no electricity for days and so being prepared is important. Depending upon the type of business you are in, and the advance preparations you have made, you may or may not be able to continue doing business right away.

Advance planning is important and can mean less lost time and revenue for you and your employees. Some businesses resume business the day following a hurricane, even in the event of a direct hit, because they took time and planned ahead. These are a few tips to consider:

1. Create a disaster recovery plan for your business. Do this before there is a threat so that your mind will be clear.
2. Be sure all in the company know their roles in the plan and give them the authority and resources to accomplish them.
3. Use electronic information as well as physical information and be sure each person has all user names and passwords to get to the information they need to access.
4. Create physical binders of information as needed. Put only necessary information in these binders and store all else in a web based file system, such as www.mobillogic.com The cloud is usually available…
5. Consider your phone system well in advance and be sure your workers, customers, or clients can reach you in the event of an emergency.
6. If you have time, reach key clients and customers in advance to let them know of a possible interruption in service. Sometimes the best surprise is no surprise.
7. If there is a direct hit, consider whether or not to evacuate your business and where to go in the event you do decide to evacuate. It’s much more comfortable to do business in an air conditioned hotel conference room out of town than in a muggy, hot office in town.
8. If the threat is imminent, remove all physical information such as exhibits and displays that are necessary to your business or practice. It will be easier, less expensive and faster to remove them than it will be to recreate them later.
9. Consider using a AAA Certified Records Management Center for all types of information storage. It will be well worth the time and the investment.
10. When all has returned to “normal” take time to review the plan you followed and make any necessary changes and corrections to that plan before the next time it is needed.

Market Commentary “Bill’s” perspective

August 16th, 2011

Panic is not a strategy. Now is the time for those sitting on the sidelines to get into the market.

The recent volatility in the market will pass. Energy prices are falling, Cushing, OK is operating at full capacity (that is the location where most of the energy in the country passes through) and Saudi Arabia is flooding the world with oil. As energy prices fall, economies around the world will prosper. If there is a sudden disruption in the world’s supply of petroleum, that is the time to get scared. Many of the speculators who drove the price of oil up in recent months have been driven out of the market.

It is my opinion that the Middle East will continue flood the world with oil in an effort to stabilize our economy so that they can keep the current administration in place. They view the current administration as sympathetic to their world view. If our economy doesn’t recover soon, there is little hope of a 2nd term for President Obama.

The tax issue is of little merit, we had higher taxes during the Clinton administration and a prospering economy, but seemingly few remember how low gas prices were during that same time. Fuel prices affect every good and service that we enjoy. Higher taxes do hinder business, spending too much money has its own dire consequences as well, but high energy prices crushes the life out of an economy! Fewer still remember that the first president Bush paved the way for lower energy prices by kicking Iraq out of Kuwait. President Clinton rode on a wave of popularity that was the result of prosperity caused his predecessors - Reagan with tax policy as well as deregulation and energy policy under Bush.

Standard and Poor’s recent downgrade of the United States long term debt is of little merit as well. Those selling out of stocks in the market are frantically buying US Treasuries which disproves the downgrade in fact, not theory! Though I don’t have a clear understanding of why, I feel that it is obvious that Standard and Poor’s has an agenda in this action. Whether they seek to influence policy or if they are just trying to set themselves apart from other rating agencies, I don’t have an opinion at this point.

Due to the controversial nature of this action, I believe that S&P has over stepped its boundaries. I have therefore canceled my research subscription that I have with them.

Unless this country develops an effective long-term energy policy that goes beyond politics, paybacks and retribution, I believe we will repeat previous mistakes. In the meantime, the words “Drill Baby Drill” couldn’t be more appropriate. The main stream media does not widely publish the fact that countries such as China are drilling oil wells in the Gulf of Mexico (in international waters of course) while our “Chief Executive” has placed a moratorium upon drilling there.

Recent developments in technology have enabled exploration and production companies to find and economically access oil, natural gas and natural gas liquids that were previously inaccessible. It is reported that our country ALREADY has enough “proven reserves” of natural gas to provide for the energy needs of our country for over 100 years and more is being discovered regularly.

If this country develops an effective long-term energy policy that frees us from dependence upon foreign sources, we will experience and era of unprecedented growth and prosperity.

Bill Cohron
Chartered Retirement Plans Specialist CRPS®
PLANSPONSOR Retirement Professional (PRP)

Benefits Solutions Group, Inc.
601 Bel Air Blvd, Suite 101
Mobile AL 36606
(251) 633-401K
(251) 338-2980 Fax

U.S. Debt Downgrade

August 10th, 2011

There is, understandably, much concern and even worry over the financial information being offered by many of the major news outlets this week. Well informed people are offering differing opinions on the correct actions to take. This article offers another educated viewpoint that is more encouraging than some. Hope it will answer some questions you may have.

U.S. Debt Downgrade
Morgan Keegan & Company, Inc.

Where do you stand on seating?

August 8th, 2011

Despite what your mother said sitting up straight is not good for you. Take a look at your work area – I mean a real look. Pretend it’s not yours and think of what is “wrong” with it in terms of not only organization but also ergonomics. Yes, your desk may be messy (mine is right now!) and it may take more than a small amount of time to get it back into shape, but that can be done easily enough if you have a good filing system in place. When it’s neat and tidy, you will feel much better about it and be able to accomplish more without the distraction of clutter in your space.

An ergonomically-designed workspace will naturally encourage users to assume safe, low-risk postures and what so many workers do not understand is the importance of having the correct chair to sit in at their desks. This can mean the difference between a good work product and a great one. The seat pan is the most crucial component of a comfortable and ergonomically functional chair. When the seat becomes uncomfortable you begin to squirm, sit improperly and lose the benefits of other chair features. The longer you sit, the more uncomfortable a flat seat becomes.

You must be able to move freely in your chair. Evidence today shows that fixed postures are inherently dangerous and you must be able to move freely in your chair. Our bodies were designed to move and the more we move the more oxygen reaches our brains and the better our minds work. When we do not move as we should, the elasticity of our spine and joints is reduced and waste products build up in the muscles, causing fatigue. Not good.

Years ago I began to notice the chairs of the people I worked with. There were about as many different styles as there were people. Whether they were executives or assistants, the one constant was that the chair did not fit the person seated in it. These people would never wear shoes that did not fit properly, yet they were spending the majority of their work day seated in a chair that was not the right size. I hear all kinds of complaints from people I work with such as shoulder pain, neck pain, and of course the perpetual headache complaint. There are the ones with the occasional leg pain complaints, and also backaches. The list is long and they are grateful for those professionals who help relieve their pain.

When we do a brief study and they realize that the chair is the problem they are amazed. To correct the issue they purchase a chair fitted specifically to their body. Yes, these chairs are not usually the cheapest ones in a store, but soon they begin to see the pains go away, and their company begins to see healthcare bills reduced. A real win - win situation.

Talking to Your Child about College Expectations

August 1st, 2011

If you’re the parent of a high school student who’s looking ahead to college, it’s important to have a grown-up conversation with your child about college expectations. A frank discussion can help everyone get on the same page. Here are some talking points.

Costs
For many families, the cost of college is the elephant in the room. You may want to start off by saying something like “we will have saved x by the time you start college, and after that, we should be able to contribute y each year.” Financial professionals typically recommend that parents avoid promising to pay 100% of college costs, in case they experience an unforeseeable financial setback.

If your child is interested in schools that have significant price differences, you may say something like “we can come up with x each year from savings and income that should cover most of State U, but if you want to attend Private U, then you’ll have to borrow the difference, which is z.” Then use an online calculator to show your child exactly what “z” will cost each month over a standard 10-year repayment term. You’re borrowing $27,000 at 6.8%? That will cost you $311 each month. The loan is $45,000 at 8.5%? That will cost you $558 each month. And so on. The idea is to take a big, abstract loan amount and translate it into a month-to-month reality.

Next, print out an amortization table showing the breakdown of principal and interest payments that will be due each year.  Review the basic deferment and forbearance rules that govern under what circumstances borrowers can temporarily postpone their federal student loan payments. Finally, make sure to put that student loan payment into a larger financial context–there will be other items competing for your child’s financial resources after college, like rent, food, utility bills, a car payment, etc. The goal is to help your child understand the long-term financial impact of choosing the more expensive college. Even then, many 16, 17, or 18 year olds may be unable to fully grasp the seriousness of such an endeavor.

Ultimately, it’s up to parents to help their child avoid going into too much debt. According to the New York Times, for the first time ever last year, student loan debt outpaced credit card debt in the United States, and this year it’s expected to surpass a trillion dollars.  Unlike most other types of debt, student loan debt generally cannot be discharged in bankruptcy, and in the case of default, the federal government can garnish your child’s wages or intercept tax refunds to recover the money.

If there’s any silver lining here, it’s that many parents believe that kids get more out of college when they are at least partly responsible for its costs, as compared to having a “blank check” mentality. Being on a financial hook, even a small one, may encourage your child to live more frugally, choose courses carefully, and hit the books sufficiently. Later, if you have the resources, you can always help your child repay his or her student loans.

Grades
Many parents consider going to college their child’s first real job. But some students don’t take academics as seriously as they should. You might say something like “we expect you to maintain a GPA of x, and if you don’t, we may have to reconsider paying the tuition bill for the following year.” Though you’ll probably want to build in some wiggle room for the adjustment period that freshmen typically require, after a certain period of time your child needs to be serious enough about academics to make the college cost burden worthwhile.

Course of study
Even if your child has no idea what career path to choose (and most high schoolers don’t), ask about your child’s likes and dislikes, strengths and interests. At a minimum, this information will help start the wheels spinning, and when coupled with new revelations and experiences later on, it can lead to potential career pathways.

Reprinted with permission from Morgan Keegan Publication “On Wealth” Financial Advice from Wealth Management Services
For more information, visit http://www.morgankeegan.com

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

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.

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

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.