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.

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.

If you opt for the hanging file folder with labels, then make sure you select the longer version of plastic label. I believe one of the most important considerations when creating a filing system in uniformity. You want everything to be standardized as much as possible. You don’t want one label short, the next medium and the next long. You don’t want one label green, one blue and the others clear. This holds true for choosing the right kind of label maker as well. You want to pick one label maker and stick with it. By the same kind of tape when you go to the office store or order it online. The other key factor in labeling that most forget; is to document the specifics of size, style and font that has been used in the filing system. Again you don’t want file labeled justified, bold and another 1×1 italic. Write this information down in a system or at worst case leave it with the label maker or the plastic file tabs.  These seem like simple steps, but it’s my belief that people file with their eyes and if clutter and confusion exist, then procrastination follows. People flat don’t file when their system if haphazard.

Use this kind of label if you opt for labels

If you decide not to go with the hanging file folder plastic label option, I suggest you use the system taught by David Allen in Getting Things Done. Simply label your manila file folders and lay them next to one another. Not too loose and not too tight. I’ve even +’d this little idea by using file box holders from Fellowes.

See the picture of my filing system.

The titles are all pretty clear and it are easy to flip through or reference with a file map.

Here are some pics of our system:

It doesn’t have to work for everyone but it works for us.

Notice how our safe opens from the top. This particular safe was purchased from Costco, but unfortunatley they only carry the front opening type now- in Louisville that is. Our particular model is a sentry and I’m sure it can be purchased many places.

Within the categories of groupings we have individual folders and documents. Here is a list of some to the folders with others left out to protect the innocence. I don’t worry much about things like indentity theft but because I’ve been outspoken about it- I went ahead and purchased LifeLock. Neat service.

The following categories: Business Checking- Household Checking or Cash Accounts-Savings-Retirement Accounts-Credit Accounts-Ownership Documents-Legal Documents-Important Documents-Mortgages-Insurance-Social Security-Tax Returns-Medical Records are filled using the following folders:

• Business checking account A
• Business checking account B
• Business checking account C
• Household Checking A (joint checking account if you’re married- or main account if single)
• Savings A
• Child 1 Savings (this could be savings bonds, college funding accounts, or just bank savings
• Child 2 Savings
• Child 3 Savings
• Retirement account husband 1 ( if you have employer plans and IRA’s I would separate them)
• Retirement account wife 2
• Credit Account 1
• Business Credit Account
• Titles (car titles, boat or other things that have title)
• Deeds (to your home, rental property, condo, timeshare, etc)
• Contracts (business, legal ownership
• Power of Attorney
• Healthcare Directives (living will)
• Trust
• Wills
• Identification (social security cards, passports, birth certificates)
• Personal licenses (marriage, etc)
• Professional licenses (teaching certificate, insurance, etc)
• Mortgage 1
• Mortgage 2
• Health and Dental insurance
• Umbrella policy
• Personal property (rings, antiques)
• Dwelling (rental property)
• Auto
• Homeowners
• Life
• LTC
• Disability
• Group benefits
• Social Security Husband
• Social Security Wife
• Tax Returns last 7-10 years
• Medical records and large bills

Hopefully you found this helpful. Don’t have time to do it we can always help.

If you are planning on organizing your filing system, then the one thing I want you to do above all other things- is create a map of your files. A registry listing each and every file. I follow David Allen’s GTD system which advises an A-Z system. I hated it when I heard it. I was accustomed to filing by association and groups, but now I’m a believer in the A-Z system. I’m a convert. Now, I do break down my files into a few different categories and I store them separately by these categories as well. For instance, I keep all my work files in one file drawer A-Z. I then keep all my personal working files in an A-Z system in a separate cabinet or drawer. I keep this years financial files in their own system. This one is not A-Z. It’s separated based on income, expenses and bills. Last but not least I keep all important financial files in a fire/proof water/proof safe.

The File Map is still the cog that holds the whole system together. I refer to it every time I file and whenever I conduct my weekly review. Sometimes I think, I don’t have a file for that yet, but to my amazement I do. One little trick to keeping the File Map accurate is to make a note of each new file you add. Periodically add those new files to the Map and your system has no holes in it.

The trend is growing and I’ve seen stats that say 1 out of 2 workers will be either home based businesses owners- work at home contractors or small business owners by the year 2010. Wow- the corporate world is certainly shrinking, isn’t it?

You can see the trends before your eyes. Go to any small coffee shop or cafe. Look at all the people conducting meetings and working online. Just start asking the question- where is your office? You’ll be shocked how many times you here the answer- I work out of my home. What about the growing trend of home based business owners? When Warren Buffet starts acquiring network marketing companies and large corporations start using the same business model- take note.! What about the number of people starting small businesses these days. It’s staggering. How many people do you know that are with the same corporation that they were 5 years ago? What about 3?

What does this mean? It means a huge paradigm shift in the employment model. It raises questions about how one maintains efficiency and effectiveness while working from the home. How does one organize the office?

First, the most crucial thing you’ll need to think about is where is the office going to be?

Instead of telling you exactly what you should do, given that I don’t have any idea of your unique situation-all I can do is offer some very good thought provoking questions.

Do you have children.. do you plan to.. if so when.. if so how old are they .. if not do you have pets?

Assuming you have small children- what floor do they spend most time on while you “work”?

Does you work require phone conversations often?

Do you plan on having a high speed cable connection or a phone dsl?

Will you have a wireless network, a wired network or both?

Do you store many files? Should you?

Is your software tied to your PC or is most of it web-based?

Do you have good self discipline and self control?

Do you need separate phone or fax lines? Are you thinking about an alternative like Vonage? Or do you just use a cell phone?

Will there be others in the home using the Internet or sharing a printer?

Will your spouse share you office or will there be a separate office/home management area?

If these questions have your head spinning, give me a call. With our organizational coaching program we can save you time, money and frustration by taking time to plan upfront.

It has been almost a year since I formed Simplified Solutions LLC. The first few months were filled with admin, legal, accounting and organizational tasks. The next several months were spent crafting my identity, my solutions/services, my focus and my business plan. In a perfect world these would have been done before I dashed into hope. You could write a book on all the lessons one learns in the first year of starting a business. I probably should. The last several months since the spring have been very productive. Organizing jobs are going well, and I’m starting to see my niche in this vast marketplace of information, services, ideas and products. I have learned about some tools to avoid- some to use, and as my friend and associate Aaron Marshal says- which tools to put the gas on. Now that I’ve researched and implemented many of these tools I’ll be introducing them all in big ways this fall.

This practicalorganizing.com blog and my bryceraley.com blog are completely updated in WordPress and they make it so easy to add content to your website or blog.

I’m reworking my main website and I have sales pages coming for all our services.

Hopefully this will be more simplified as we wrap up 2008 and launch into 2009.