Organizing Without a Computer - Post 1

It seems inconceivable that work and life can go on without the use of a computer, but much to my surprise it actually does! ;o) My latest organizing project has been keeping me quite busy and has definitely been keeping my creative organizing juices flowing.

I have been working individuals who have virtually no access to computers, must keep pricing, customer information, leads, action items, and appointments organized without the use of a lot of electronic assistance and little to no space. In order to combat the limited space and resources, we looked at what they actually had on hand and what they truly needed to work with.

All of them had a vehicle and they were all given a Blackberry Pearl to use. Now, I would have liked to have said that the company needed to lease the new Dodge Grand Caravan for them to use, but that was a tad bit unrealistic. BUT it would have been nice! (A girl can dream!) So we made due with what they were driving and though, I prefer the Palm Treo, the Blackberry was going to end up being the life line that saved their fannies!

Since this is going to be a fairly lengthy post, I am going to break it out a bit. We will go ahead and concentrate on using the Blackberry to help organize and the next one will be some other fun tips for organizing the rest of your routine!

Organizing with the Blackberry

Product Pricing - Even though they all had pricing in their binder, a lot of times they were with a customer or in a situation where lugging around the binder was not efficient. So, we used the MemoPad inside the Pearl and listed the pricing by Client for each product. It took a bit of time for all of the data entry, but when it was finished it was a true time and life saver!

Email/Correspondence

This is an obvious one. All of the reps emails, text messages, etc are all on the Blackberry. Now, the Blackberry is HORRENDOUS for organizing emails and messages. Everything dumps into one folder and it totally and completely causes this organizer grief, utter despair, and total stress. As I was ready to die from heart failure, one of the reps said that he actually takes the emails/text messages that requires him to DO something and saves them, which in turn places them into a separate file folder on the Blackberry. Once he has completed the task, he deletes it from the Saved folder. So as in effective as the Blackberry is in that regard, it was a simple solution that worked for most of the reps. (The others just wrote them down in their Circa notebook)

Sending Updates to Director

Who really wants to type ANOTHER report? How many times have you wished that you could send someone a voice mail without having to CALL the number? How about coming up with a solution to texting while you are driving? The Blackberry Pearl HAS come up with something to solve all of those issues. The only snafu is you have to be sending it someone who also has the Pearl. I have been trying to get it to work with my Treo and it's not playing the actual message. But if the other person does have a Blackberry you can actually send a voice message to other cell phone and it's so simple! The reps will actually send an audio report to their Director at the end of the day. Talk about a TIME SAVER and it's a heck of a lot safer than texting or emailing while you are driving!

If you work and organize without the use of a computer or if you have some nifty suggestions for working on the road, I would love to hear them!

Happy Organizing!

Suzanne McLoone

Keeping Your Sanity During the Holidays

Seven years ago, I was going through a divorce and in the divorce papers it was decided that during every holiday the kids would be with their father, since I had them full time throughout the year. At the time, it was quite difficult for me as it meant this would be the first time I would be alone for the Christmas holiday and I wasn't sure how I would react to being alone for the first time in my adult life.

The week before Christmas my mother decided that she would do Christmas the weekend before so the kids could be there and since December 2000, that is exactly what we have done. Last Sunday night was our Christmas and it was just as wonderful as the 25th of December. It's about family, remembering the birth of our Savior, and just enjoying being with loved ones. Does it have to be on the 25th? Not really.

Of course, that leaves the question of what it is that I do on Christmas Eve and Christmas Day. Well, for the last 7 years I have spent Christmas Eve at my best friend from High School Irish Bar and it always seems that the bonded together single parents without children on Christmas Eve are always there. From an outsiders point of view it could be viewed as depressing, but for us it's a wonderful time to laugh, be silly, talk about our kids, and just enjoy being lonely adults in Arizona where we can still wear shorts and flip flops. Hopping in a car and driving 4 hours to the ocean hasn't been ruled out of the equation either.

Tomorrow it's about going to the movies and doing a bit of "double dipping" or movie hopping. ;o) Shh, don't tell the kids!

So today, I had breakfast with the folks, a 4 hour lunch with one of my dearest friends and tonight I am going to another of my girlfriends house for a Christmas Eve dinner and then back home to chill out by a fire with the A/C on. (Nothing like Christmas in Arizona!)

The best part about Christmas is there is absolutely no stress! We enjoy Christmas before, I spend time with family without the hussle and bussle, the kids enjoy both sides of the family with a couple of extra gift giving hoop-las, and I get some much needed down time.

The fact that I can enjoy the family, friends and loved ones without feeling guilt and stress is truly amazing and one of the things I am truly grateful for.

Of course, if you are one of the many parents out there that swears that next Christmas will be less stressful because you will do things differently, think about the thing or things that makes it insane and figure out a way to bypass the agony. Try doing Christmas with the in-laws a few days before, limit the homes you visit, or decide today that next year you are staying home and enjoying the children NO MATTER WHAT and tell your family that! (It's so nice that no one expects to see me on Christmas day! I cannot tell you what a relief that is!)

So tomorrow I will be enjoying PS I Love You and I may finish it off with 300! Can't get enough of Gerard Butler! Oooh la la.

Merry Christmas, Everyone!!!!

xxx
Suzanne

Using Multiple Emails

There was a time when I had 12 email addresses. Yep, 12 of the little suckers. The reason behind the email madness was simple, each email address has a different purpose. From having a separate personal email address, to business address and even having one for all of those annoying "sign up here" email form fields. Having multiple email addresses can save you a ton of email spam, a lot of time, and can help keep your emails organized. IF you use it correctly.

Personal Emails

This is pretty self explanatory. Your personal email address should be used for friends and family only and it should be the one email address that follows you everywhere. I have had my personal email address for 8 years now and it is amazing how many times I hear from an old friend I haven't talked to in years.

Email Newsletters

Having an email address strictly for signing up for eNewsletters is a wonderful way to help you control the size of your inbox as well as help organize your reading material. When you have a few extra minutes throughout your day you simply click over to your newsletter inbox and read away. They don't get lost, they don't hog up space, and you are in control of what you read.

Trade Shows

Regardless of whether it's a trade show, craft fair, bridal expo, or large seminar; have a completely different email address that you use to for sign ups, drawings, registering, etc. It will surprise you how many solicitations and other forms of advertising you will receive afterwards. Talk about filling your inbox up quickly! Remember, the only reason why vendors are at a trade show is to get your info to solicit.

Register Here! Sites

A lot more websites are going to the Login or Register Now concept. You can always use your primary email address to get set up, but again you take the risk of increasing your spam chances. Having a specific email address that you can use for those sites will dramatically reduce the emails going into your junk mail filter and in case you catch a nasty virus, you can easily delete the account without a second thought.

Of course, having loads of email addresses do have their drawbacks like how to actually manage them all. You can make it easy on yourself and just have them labeled SuzysNewsletters@gmail.com or something else just as easy. Definitely take advantage of the free email services out there or if you have your own domain name then customize your addresses. Example: Newsletters@MySite.com

Happy Organizing!

Email Count or File Size What is Important?

I think I am getting ready to go into an epileptic fit over a post and the comments on Marcia's blog this evening about Tackling Computer Clutter. Ok, let's just throw it out there that I really do need to get a life or at least something in my life a little more interesting than knowing about folder sizes in your Outlook.

Marcia's post was great about cleaning out your email folders, but when I started to read the comments I was down right freaked out by one of the commenters having 14,000+ emails in her inbox! Holy F^%&$ing Saltine Crackers, Batman! It's not just the COUNT of the emails it is the thought of the file size of the inbox itself that scares the living bajeezus out of me.

SO, today we are all going to learn how to actually check the folder size of your inbox.

But before we get to that, let's take a look at a little analogy, shall we? Do you remember going to the circus and the little car comes zipping into center ring and out of the car climbs out 20 clowns. How in the world did they get 20 clowns out of that car?! A car that looks like it could only hold 3 of your very small children. Your email inbox is a lot like that little car. Would it fit 3 small children comfortably for a long road trip? Sure it can! Can it hold 20 scrunched up clowns uncomfortably for a while, just for shits and giggles? Ya, no problemo. Can it hold everyone in the arena? Hell No!

Your email folder size is just like that little car. Can it be filled to the gills and keep on chugging for a while? Sure. Will it eventually crash and burn after a night of every clown eating a burrito? You better believe it, baby. Unless of course, you drop off the clowns one-by-one on your way home.

Right now, we are going to see just how many clowns you have in your little wind up car. (For Outlook)

1. Highlight your Inbox
2. Right click on your Inbox
3. Click on Properties
4. Select "Folder Size"
5. What is the number next to "Total Size (including subfolders)?

(Keep in mind 1000 kb equals 1MB ~ 1000MB = 1Gig)

• 1MB - 50MB = 20 little clowns
• 50MB - 1GB = Entire arena
• 1GB+ = The entire population on the planet!...in the TOY KID CAR!

Can you hear someone screaming at you to "Abort! Abort! Abort!"?

The easiest and quickest way to offload some of the hitchhikers you picked up along the way is to actually do an archive of your inbox. If you are in the "abort" stage you may be archiving until the cows come home, but at least they are coming home!

• Go to 'File'
• Click on 'Archive'
• Select a date that is to your preference - 3 months or 1 month is a the preferable archive timeline
• Click 'Ok'

Don't worry about your emails, they are still at your little disposal they are just nicely tucked away into a file on your hard drive that will be accessible to you in your Outlook, but they will also be rescued from your hard drive (as long as you back up) in a situation where your computer crashes.

After you archive, you will notice a folder at the bottom of your Folders screen in Outlook, labeled Archive. The great part about Archiving is it keeps the integrity of your folders and subfolders. So they are not just jumbled together.

I could go on for hours on other ways to archive, how to auto-archive, and other ways to reduce the size of your inbox, but I'm sure it is terribly boring to all of you and I need to go and have a beverage to calm my nerves. (I told you, I'm a sad individual!)

How to Get Started in Organizing

One of my lovely newsletter subscribers, Diane, sent me a request for a topic on "how to actually get started in organizing" and she is not alone!

Let's face it, getting organized is an overwhelming challenge for most people. Which is why sometimes you just break down and hire one of the organizational freaks to come in and love your disaster area. You always know you have a true organizational nutcase when their eyes glaze over in glee at the paper thrown about your office or the closet that is bursting at the seems.

BUT sometimes you just want to do it yourself, but you don't have a clue as to where to start.

I won't bore you with a ton of details, but I will filter you through to quite a few websites, podcasts, blog posts and other resources to help get you on your way. (Be sure to have some fun upbeat music playing in the background as well!)

1. Know your organizing style! This is the MOST IMPORTANT aspect of getting started.
Organizing Style Podcast
Organizing Styles List

2. What makes an organized office? Knowing what you need in your office to make it work for you is key in making sure you have the correct set up to work for your scenario.

3. Do the 30-Second Desk Tidy Up. It's quick, it's easy and it's a great place to start.
Let's Find Your Desk Podcast

4. Organizing Your Office Podcast series. I put together a 4 podcast series all on organizing your office from start to finish.

Of course, you also find all of the nitty gritty, down and dirty details in our Organizing for Success eBook. ;o) FINE, it's a promotional plug, what can I say? It's Christmas and you should see the kid's list this year! They are killing me!

Just remember when you start to get overwhelmed, take a break. Keep it simple and start out slow. And definitely throw on some great music! Footloose by Kenny Loggins is always a good one to start with. ;o)

Happy Organizing!

Suzanne

Gathering of Organizational Brilliance Contest

A couple of weeks ago I wrote a post about needing some help on podcast topics and thankfully I had some great suggestions, which prompted Marcia to come up with a brilliant idea on getting more wonderful tips from our readers.

The Gathering of Organizational Brilliance Contest is all about your ideas and suggestions for organizational topics for our blog and podcasts. On Monday, December 17 we will go ahead and choose one lucky comment/suggestion and the winner will get not only a copy of our Organizing for Success eBook, but they will also get the Household Organizing File from Marcia at Take Charge Blog and a special eBook from Ariane Benefit at Neat & Simple. :o) A true Gathering of Organizational Brilliance! You, me, Marcia and Ariane! Laura is with us in spirit, so be sure and check out some of her Org Junkie suggestions!

What You Need To Do: Leave a suggestion in our comments box on what you would like to see us address on the blog.
Deadline: Deadline is Sunday, December 16
Drawing: Monday, December 17
Prize: Organizing for Success eBook - Household Organizing File - eBook from Ariane Benefit

For those of you who have already sent us a suggestion you will definitely be included in the drawing. Thanks so much for all of your support over the last year and I look forward to 2008!

Happy Organizing!

Life in the Car

Over the last five days, I have been riding around with the Director of Sales for a local manufacturing company going over how he spends his day, his daily tasks, what he has on his plate and trying to figure out a way to organize and effectively manage his day, routine, and tasks. Although it has kept me from the office completely, it has been quite educational for both of us.

1) I have noticed that I am very quiet when riding shotgun. I know, it's shocking!
2) I have a lot more respect for those of you who spend 7.5 hours a day in your vehicle and 38 hours of your work week away from the office.
3) I REALLY hate rush hour traffic.
4) I miss my office.

Since this is going to be a two to three week project I am going to be working on, I figure I would share a few of the organizational tips that we have figured out along the way.

My biggest nugget of organizational bliss has got to be the download of Google Maps in Beta. THIS IS AMAZING!!!! We downloaded it onto a Blackberry Pearl and I downloaded it onto my Palm Treo. Now, I will admit that if we compare the features between the Blackberry and the Treo with the Google Maps, the Blackberry far exceeds the Treo. BY FAR!

Essentially what the Beta version of Google Maps does is it acts like your own portable GPS system by using cell towers. It can determine where you are and then as soon as you put in the address where you want to go it will give you turn-by-turn instructions as well as a map AND traffic updates! If you see Red en route that means it is stop and go, yellow is slowing, and green is you are good to go.

IT IS GREAT! With as much driving as we did this was a total life saver. We were able to easily and quickly go from account to account without worrying how the freeways and surface streets were looking at certain peak times throughout the city.

You can even type in Gas Stations, Car washes, McDonald's, whatever you want and it will put the locations on the map for you and tell you which ones are closest to your current location. You never have to worry about finding the nearest gas station when you are running on fumes again! (I can't tell you how many times I have been sweating bullets on that one!)

Plus, it is completely FREE! All you need to do is go to www.Google.com on your Blackberry, Treo, or other web based phone and select Google Maps Beta and download the software. It is that easy.

That is my little Life in the Car tip for the day. I do apologize for being remiss in my blog posts, but I have just transferred my computer back to the house for the next couple of weeks since I won't be in the office. Hopefully I will be able to play catch up over the next day or two and get back on schedule!

Until then...

Happy Organizing!!!

Suzanne

The Power of 8

Just when life gets way too crazy and on the verge of spinning out of control, Ms. Marcia always seems to flit on into my life and makes me sit and actually THINK. Not only does my brain go into a fit of gear grinding over-drive, it also finds a nice comfortable speed to put on auto-pilot so I can take a minute and enjoy the scenery.

In the latest tag by Marcia, she challenges 8 of her blogging buddies to come up with 8 answers to 8 questions.

8 Passions in My Life
My children who act more like the parents than I do some of the time.
My family who is never afraid to tell me that my butt looks too big
My business, because it helps me stay at home with the kids
Scotland, for its raw beauty and the magic surrounding it
The way my "more than my car payment" Mont Blanc pen flies across the paper
Laughing until my stomach aches, my cheeks burn, and my voice is hoarse
Writing letters to family and friends using glass dip pens, sealing wax, and nifty paper
16 ounce Styrofoam cup full of Crystal ice and a Coke that has been chilling in the fridge for 24 hours

8 Things To Do Before I Die
Move to Scotland and live in the castle Garrett is building me ;o)
Go sky diving
Learn to belly dance
Have a harem of men at my disposal
Watch my children fall in love
Spend a month in Europe touring museums
Enjoy two weeks at a Sandals resort in Jamaica, read smut books, eat shrimp cocktail, swing dance until the wee hours of the morning, and do absolutely mind boggling!


8 Things I Often Say
Woo Hoo!
What the F*&^? (I swear like a sailor!)
Love you to the moon!
For the love of Pete!
Life's not fair, get over it.
Just for shits and giggles.
Can you get me a Coke?
What's up, buttercup?

8 Books I Read Recently
Protect & Defend by Vince Flynn
Anam Cara: A Book of Celtic Wisdom by John O'Donohue
Bad Luck and Trouble by Lee Childs
The Hard Way by Lee Childs
Treasure of Khan by Clive Cussler
Finding Your Own North Star by Martha Beck
Polgara by David Eddings
Interview with a Vampire by Anne Rice

8 Songs That Mean Something to Me
Remember - Josh Groban
She's Always a Woman to Me - Billy Joel
Dust in the Wind - Kansas
Come Monday - Jimmy Buffett
Dante's Prayer - Loreena McKennit
Bonny Portmore - Loreena McKennit
Will You Go With Me? - Josh Turner
Can't Stop Loving You - Phil Collins

8 Qualities I Look for in a Friend
Must be able to laugh at life and at themselves
Should be able to put up with my crazy antics
Don't try and compete for my time away from the kids
Should be comfortable in a dive bar
Not afraid to tell me to "knock it off"
Wit
Sarcasm

My goodness that was difficult!