Archive for Home Office

Too many times in the past I’ve let my environment spiral out of control.

Too many times in the past I’ve failed to create and guard a good environment once it’s established.

I noticed these concepts this week after making a few quick adjustments to our home. We made the home office more of an office and the upstairs extra bedroom a full fledged study.

The office has every thing one needs to conduct business. I can keep records, concentrate on work, print, file and do everything else I need to do in running a business. However, it didn’t help me rise early and devote a few hours to working on me each morning. I like to get up and do a little writing, studying, motivational reading, bible study and prayer each morning.  The home office is in the basement with dim lighting and no natural light since there is only one small window. It works great if I’m making a call, working on a customer’s project, doing my accounting or preparing a proposal.

Of course some of these are all things I can do from a coffee shop with wireless. The basement home office didn’t work so well as a study. I never wanted to walk two flights of stairs in the morning. I wake like a bear who’s been in hibernation. I would find myself going to a different room daily or sleeping later than I wished. The problem? I had not created a good environment so I could trick myself into going there long enough to form a habit.

Since we had an extra room (however you could do this in separate corners of a one room-which is what I’d rather have anyway) we turned it into a study. It’s quite simple. There is a desk with nothing in it or on it except a lamp. There are two book shelves. The first holds books that I’ve read or use for reference. The second shelf holds books I’m reading or studying currently. There is good lighting and some natural light from the vaulted window. There are some inspirational pictures and awards on the wall and a simple little white board to record my thoughts early in the morning or late at night. That’s when I have some of the best ideas. Oh yeah and there’s a comfortable office chair.

Now I’m motivated to rise early again. I can walk right down the hall with no distractions. I can kick off the day the way I like.

  • Is everything in your environment serving it’s purpose?
  • Is everything in your home or office being utilized efficiently?
  • If not then get rid of it or put it into practical use.
  • Create a good environment- I think it’s easier and more effective than making yourself do something you’re not inclined to do.

OK, this video should be pretty self explanatory. I’m organizing my backpack for the first time in months. You know the thing I carry with me daily, transporting all my key work tools and belongings. I touch it everyday of my life. I put things in it, take things out and it’s probably with me more than my wife and kiddos. So why would it be one of the last frontiers of organization in my world? Because it became second nature and blended in.

This video is two parts and the second one cuts off at the end. My cell camera ran out of memory. Our main camera was out of batteries. We buy those things once a quarter and Murphy’s law got us. My Macbook isight camera was too stationary for this shot. I apologize for the muted somewhat bumpy shot, but listening to my explanation should help you tackle your own small organizing project.

Part 1


Organizing my Backpack from Bryce Raley on Vimeo.

Part 2


Organizing my Backpack part 2 from Bryce Raley on Vimeo.

Here are links to some of the items in the video.

Retractable Mouse

Case Logic

Flash Drive

Moleskin Notebooks

Vibe Liquid Nutraceutical

This project was a home office organization. The office had about 25 years worth of files from two working professionals who also ran a business from home. They travel extensively and keeping up with equipment, files, and paper had become too much. We set up simple systems for bill payment, mail collection and a financial, reference and project file system. We also, with some minor assistance from a partner in the computer repair and networking business, helped them set up a wireless network with two laptops and a multifunction machine they had not utilized. All this was completed in less than 4 days. On top of this we used principles from David Allen’s GTD system to arrange the files and clear the inbox.

The before and afters should tell the rest of the story.

Comments (0)
Oct
13

File Maps work if you use them

Posted by: Bryce A Raley | Comments (0)

I have created File Maps for my reference files and my financial files. I have an excel spreadsheet that tells me which files A-Z are in which cabinets. When I do my GTD weekly review, I create new files and add them to the list. This system works so well. The only part that makes it difficult is actually referencing the File Map. Yes you heard me correctly, referencing the File Map. We are so programmed to look for files based on association or memory that we are too stubborn to look at a Map. This concept will be totally unfamiliar to us guys. I mean maps and guys go hand in hand- right? I mean I can’t count the number of times I’ve been with guys on a road trip or family vacation when we start with a map and reference it all trip long. Right ladies! Not so much. We act then we refer if at all. I’m sure the ladies will be able to effectively use a File Map. The guys may have to work a little harder. I’m sure this has nothing to do with our male pride and ego. I don’t myself have a problem with pride- my problem is more about lying about not having an issue with pride.

Create a File Map and use it. Einstein said don’t remember anything you can look up.

For me elimination is always the toughest efficiency technique to master. Timothy Ferris of 4 Hour Work Week fame, is a nice balance to David Allen’s GTD. Sometimes no matter how well we collect it, process it, organize it and review it, you still can’t do everything. Sometimes it’s effective to do a Commando Raid, as Peter J Daniels suggests. Sometimes we have to simply eliminate as Timothy Ferris suggests.

I often joke with my wife, that I could get along quite nicely with my golf clubs/bag- a laptop/printer- and my favorite books. The rest of the time I could sit and connect with people drinking coffee in front of a fire. Sure I love my wife and kiddos so I would never take certain joys and niceties away from them, but it is funny to see how kids can have fun with the simplest things. My 3 year old daughter and 2 year old son ( our baby girl is only 6 months and she watches with visions of participating) can play for an hour with the following objects:

  • a cardboard box
  • some bowls and spatulas
  • dirt

Even though I say I can get along with very little, I look around at my office and it gets piled up with clutter from time to time. Things I’ll never use. Things I will never read again. Distractions and reasons to procrastinate.

I think I’ll eliminate some things tonight. I think I’ll do the same with my schedule. No is a great word that’s full of conviction when you say it, mean it, and stick to it. I often say it, kinda mean it, and then hedge when I’m asked a second time.

Breaking your word to yourself is just as damaging as breaking it to others.