Productivity

Organizing Digital Files

Published: November 8, 2017

Electronic clutter is often overlooked because you can’t see the physical piles. If you look at your computer desktop screen and feel overwhelmed with too many files and folders floating around, organizing your digital files can help to improve your productivity.

Improve Search Functions

Once your files are better organized and decluttered, your computer will have fewer files to search through, making it easier and faster to find what you need. Likewise, if you know which folder an item is located in, it will be easier for you to find the file and quickly access it, saving you time.

Take it One Folder or File at a Time

Schedule time to work on this digital clutter organization project, and look through one folder at a time. Delete any outdated content, or anything that you know you will not reference again. Deleting the excess is the first step to creating an organized system.

Visualize a File Cabinet

If you have an organized physical file cabinet, look inside it to see the names of folders and types of information you’ve stored inside. A computer file system is basically a digital file cabinet. Use a similar naming pattern and structure that you’ve used in your physical file drawers.

Categorize into Folders

Look at the categories of information you have stored on your computer. After you’ve done the initial delete and declutter, you should have a better idea of the types of information you store digitally. Label folders based on these categories, and nest related folders inside them. You can use any naming convention that works best for you such as by date, number, alphabetically, color coding or flagging certain folders.

Set Up Naming Rules for Files Going Forward

For example, will you date all files starting YYYY-MM-DD ? Will you list folders alphabetically such as Adams, John; Adams, Sam, etc. ? Determine what works for you and keep that similar naming convention when you create new files.

Schedule Regular Digital File Clean Up

After you’ve cleaned up your digital files, be sure to schedule regular maintenance time on your calendar when you can spend time sorting, organizing and cleaning up your digital file system to make sure it stays organized.

If you are located in the Raleigh, North Carolina area and need hands-on assistance in organizing your digital files, contact On Task Organizing for a free phone consultation.

4 Ways to Streamline Email

Published: October 11, 2017

Are you bothered by an overflowing email inbox? Many people are overwhelmed by too much e-mail that is unread, unsorted and chaotic. The organizational system of your email inbox should be as unique as you are. The way you arrange your email depends on your learning style, the way you process information, and of the type and number of emails you are working with. Here are 4 ways to streamline your e-mail processing.

1. Folders

Think about the big categories of email information you receive. Create inbox folders based on these categories. Remember folders are called “labels” in gmail and “mailboxes” in Outlook & Apple mail. Don’t make too may folders at first, start with general categories, and if that works well, you can create more.

For example, for a business, you may want broad categories like “Finance,” “Vendors,” “Clients,” & “Marketing”. For a home email, you may want categories like “Bills to Pay,” “School Information,” “Family,” & “Volunteer Activities”.

When deciding where to store an e-mail, and whether not to keep it, first ask yourself, “Am I going to reference this in the future?” If so, “What folder is most appropriate?”

2. Filters & Rules

Take advantage of the filters and rules available through your email client. When messages come into your inbox, they eat up your time, so by establishing filters and rules, you will save time checking, deleting and moving email messages around. For example, if you receive many ads or coupons from stores, create an “Ads” folder and then set up rules to send all email from those vendors directly to the “Ads” folder. This rule will keep your inbox clear, and then you can check that folder when you’re ready to shop.

3. Unsubscribe

Unsubscribe from as many email ads, newsletters and other information that you do not need regularly to help clear your inbox. You may want to try the service unroll.me to quickly unsubscribe from many automated messages.

4. Follow Through and Maintain

Email is a huge time waster, many people are checking it multiple times an hour, responding haphazardly, and having it interrupt the flow of their day. Schedule your email reply time, rather than “putting out fires” every time a message comes in. Set up 2 or 3 times a day where you will read and reply to messages. Use a timer to help keep you on task, and to help you realize how much time emails are really costing you.

14 Reasons to Organize your Home Office

Published: August 2, 2017

Home offices are one of the most common rooms I am hired to organize. So many people are working from home, or trying to juggle a busy home life and work at the same time, that a home office can quickly become cluttered and overwhelming. Getting your home office better organized will not only improve your work productivity, but it can also benefit you by lowering stress at home. Here are just some of the many reasons to organize your home office.

14 Reasons to Organize your Home Office

-Better organization can improve productivity and increase income.

– Save time searching for items you cannot find.

-Streamlined filing systems, reference material storage, and office supply storage will save you both time and money.

-To create a more comfortable workspace with the correct chair, desk and ergonomic set-up for you.

-For a more visually appealing workspace that makes you want to spend time in the home office.

-To make it easier to manage cords and charge electronics.

-For better use of time with improved to-do lists, calendar systems and overall time management skills.

-To save money by not repurchasing items you know you own but cannot find.

-To make space for others to visit such as clients or assistants.

-For quicker preparation for events, meetings and business travel.

-To create improved systems for accounting, budgeting and bill paying.

-To separate your home from business spaces for your business tax purposes.

-Organized tax papers make tax filing time less stressful.

-Less clutter and more organization will make cleaning easier and faster.

Organizing Inventory in a Home Business

Published: June 21, 2017

Running a business out of your home can be challenging, especially with space constraints and and a lot of inventory. I have worked with home business owners selling a variety of items from their home. I’ve helped organize inventory such as clothing, jewelry, make-up, skin care products, essential oils, gift baskets, sports equipment, cooking supplies, books and model cars. No matter what the product, my clients have all had the same goals: to best utilize the space, and to have a functional system where they can quickly access supplies and fulfill customer orders. Here are some of my tips on organizing inventory in a home business.

Tips for Organizing Inventory in a Home Business

Determine where to store items

Assess the space in your home and decide on the best location to store your business inventory, this may be in a bonus room, extra bedroom, closet, garage, attic or basement. If you lack space in your home, you may need to rent an off site storage unit.

Consider climate controlled storage

Many products can be damaged if not stored in a climate controlled area. Severe temperature changes, moisture, pests, dirt and dust can impact your inventory. If this is a concern for you, check the temperature and insulation of your home inventory storage location, or request a climate controlled storage unit.

Stack vertically

Make the most of your storage space, by stacking inventory items vertically. Sturdy metal shelves can provide efficient storage for home business inventory.

Label storage shelves

Label storage shelves by using numbers or letters, so an item can be quickly found.

Organize by type

Sort and organize your products by type, and store similar products together.

Label all boxes

Place text labels or digital photos on unlabeled boxes, so you know what is inside each box.

Store popular products nearby

Store the most frequently sold items in the area that is easiest to access.

Set up “departments”

Layout your home office or storage area in “departments” such as incoming new inventory, inventory in storage, shipping and receiving.

Use software programs and apps such as these to help managing inventory

SOS Inventory

Cashier Live w/ Big Commerce

A well organized home business inventory will lower stress and improve productivity. If you need assistance with organizing your home business, please contact us for a free phone consultation about our home and business organizing services including hands-on organization in the Raleigh, NC area and virtual organization to distant locations.

How Getting Organized Can Improve Your Mental Health

Published: April 12, 2017

How Getting Organized Can Improve Your Mental Health title
The process of getting organized can improve your mental health in many ways. If mental health challenges such as ADD, ADHD, OCD, Hoarding Disorder, Anxiety Disorders or Depression are a concern, it is best that you seek therapy from a mental health professional. All of these mental health challenges may also be represented outwardly by how you organize your space. Some of my organizing clients are seeing a mental health professional to improve their mental health, while working with a professional organizer to improve their environment. Whether or not you have a clinical diagnosis, getting organized can boost your mental health in the following ways.

Reduces Anxiety

Often, living or working in a disorganized can cause stress and anxiety. By creating a more peaceful space and getting organized, your stress levels will be lowered.

Lowers Depression

Many times depressed feelings accompany the stress, anxiety, overwhelm and shame you may feel because of clutter and disorganization. Getting organized and improving your environment can help to reduce depression.

Improves Time Management

Once organized, you will spent less time searching for items you cannot find. This will give you more time to spend on higher priority tasks and doing things you enjoy.

Lowers Procrastination

If everything is organized and has a place, you will be less likely to procrastinate. Proper organization makes it easier to start a project.

Increases Ability to Socialize

Disorganization may cause you shame about your surroundings, and you may feel embarrassed to host parties or have visitors over. After organizing, you will have the ability to host guests and visitors, improving your social connections.

Boosts Productivity

Clutter can be distracting. Living and working in an uncluttered space can make it easier for your to focus. You will be able to find and put away items more quickly, saving time and boosting productivity.

Improves Your Relationships

Clutter and disorganization can create tension and conflict among family members and co-workers. An organized space can reduce arguments about clutter.

Tech Tools to Save Time

Published: January 11, 2017

In this busy world, technology can greatly help you better manage your time. Here are some ways digital tools and mobile applications can help you manage both your personal and business life.

Digital Calendars

These allow you to manage your schedules, share events, invite others to events, and help you to keep track of your daily tasks. These can also be accessed on tablets or smart phones, giving you a portable schedule that you can access and change at any time.

Outlook

iCal

Google Calendar

Smart Phones

Many standard applications found on smart phones such as contact lists, calendars, to-do lists, timers and alarm clocks can all help with time management.

Productivity Apps

Many productivity applications are available to help manage to-do lists for teams and individuals, here are some options.

Online Chore Charts

Here’s an option for a way technology can help manage your family’s chores.

Chore Buster

Online Grocery Shopping Tools

Many grocery stores offer online ordering and curbside delivery. Check with your local grocery store about this service. These apps can also help with meal planning and grocery lists.

Plan to Eat

Cook Smarts

Pepperplate

Budgeting Apps

Here are applications that help with managing your budget and monitoring your finances.

YNAB (You Need a Budget)

Mint

Online Banking & Automatic Bill Payment

Check with your bank about online banking which gives you the ability to check your balance and account statements, and the option to pay bills online. Many companies offer online bill payment for utilities and other recurring bills. Check each company’s website to see if you can login and pay bills online or set up automatic withdrawal. Online payments can save you time writing checks, mailing bills, and waiting for paper statements to arrive in the mail.

As with all electronic applications, it takes some trial and error to find the exact tool that will work best for you. I suggest trying out applications that appeal to you, and if you find one isn’t working, keep testing others until you find the app that meets your needs.