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.
  

Would you like to be able to move quickly on business decisions?

Would you like the be nimble enough to adapt to the ever changing marketplace?

Can you find the documents or files you need for the upcoming meeting?

Does your stuff work the way it’s supposed to?

Are you focused on the 20% or are you wasting time with the 80%?

Do you capture thoughts, tasks, projects, ideas, some-days, routine checklists and delegated to do’s in one place where you can review it, schedule it for action and check it done?

Do you have a mechanism for filtering information online and organizing it for it’s retrieval when you need it?

Do your customers receive service that makes them advocates?

Do you avoid duplication in your efforts when shopping, running errands or even talking on the phone?

Is your email box at zero?

Do you task switch 50 times per day and wonder why nothing you do is remarkable?

Get organized, it’s liberating.

Organizing you physical files became much easier for me after I read David Allen’s “Getting Things Done” book about a year ago. Since then I’ve helped businesses, practices and professionals implement the same system. I will detail below how I handle organizing my files on an ongoing basis.

Setting up the System was detailed in a past post.

This post is more about how I deal with these files on an ongoing basis.

First of all I have a File Map that has it’s own page in my Backpack account. I have kept the File Map in an excel or numbers file to this point, but my new method involves keeping it online. I will periodically, probably quarterly, print this out and put a hard copy in a cabinet with the files. For instance I’m leaving the hard copy I currently have in the filing cabinet (at the front of course in it’s own folder for easy access).

Secondly, when I do a weekly review; I scan the File Map to get an idea of next actions or projects associated with my personal reference files A-Z. I also look through the business/customers A-Z list and scan the financial files. This will quickly help me to get any ideas, projects or next actions out of my head and into a physical inbox or digital inbox for assignment- which would also take place during the weekly review. This is also a great time to purge a file that no longer has a use or can be easily eliminated.

The third part of this process involves creating new files (I avoid this like the plague because I find it’s easy to justify creating new files ). As I go through, say my physical inbox, I may find things that need to be filed that do not have a File Folder yet, for example a new customer. I have a label maker at hand before I begin this exercise and I quickly kick out a new label. Then I promptly file it away. All done Right? Nope, here is the last crucial step that most forget.

The last thing you must do is update the File Map so that it maintains it’s accuracy. This is so important because the very files you’ll probably need first- the newest ones, won’t show up on your map. So I quickly reference my digital list or spreadsheet if you go that route, and I delete the purged files and create a new entry for the new files.

Now we have a system.

OK this is a loaded post. I use godaddy to register my domains. I even have a reseller account with them since I consult with small businesses and non profits. I host a couple sites with them and use their template builder for a couple sites as well. Primarily I register with godaddy and then change the nameservers at godaddy to point to Media Temple where I host all my wordpress blogs and blog/websites. Media Temple has a one click application and grid hosting plan that I like.

Now here is my key to organizing domains. Stop buying them compulsively. You know who you are. I am so guilty of this. I get a creative idea or thought- boom, I buy a domain. It’s only $9-$10 bucks with godaddy. Here’s the kicker. When you buy 30 to 40 to 50 of these puppies over the course of a year, they start renewing on you like 3 per month. That’s $30-$40 bill each month.

Here are couple tips I have used lately to tame this domain madness.

1. I set up my view in my control panel to see what domains I have, when they renew, and whether of not they are forwarded. That’s pretty much all I care about.
2. I eliminate all the .nets I have purchased. Since I have .com, I’m not too worried about someone else getting .net. What does it matter anymore? They’ll just come up with a creative play on words or get .tv or .us or .me. So I don’t know that you are really protecting your brand that much if you do buy up all the different extensions. One exception to this that I have been toying with lately is buying the .com and .net or .whatever and using one for my main blog and the other for a website or ning social network site. Just a thought.
3. I really analyze which domains I have purchased and which ones I’m using or will use. I let the others expire. Yes I know it’s crazy. I can hear the murmurs now. “As soon as I throw something away I need it.” You cannot wait until you get a notice of a annual renewal, because you will not take the time to log in and take the renewal off of autopilot.
4. Since many domains I purchase are catchy names that I want to advertise with, I try to make sure the splash page or forwarding is set up. The problem with this is setting up landing pages for multiple sales pages takes a long time. Are you going to load each one with Google Anayltics and track it as well. Before long your business will be SEO, web design, and online marketing- when you actually own a coffee shop, sell houses or do free lance consulting. The other problem is that Google Adwords and organic seaches really don’t like it when you forward domains. One alternative to splash pages is to create Squidoo lenses, but don’t be spammy.
5. Last but not least- do not register with multiple registrars and hosting companies. You will create a nightmare of web architecture and you will save a couple dollars. I have worked with some customers organizing their computers or offices and others with blogs and online marketing. It can take days to reconnect the dots when you have domains registered with 2 different resellers, yahoo, godaddy, bluehost, hostmonster, etc. It’s the equivalent of spending 2 hours, and 2 gallons of gas saving $8 shopping, by driving all over the city to 3 different stores.

So to summarize.

• Buy less domains by actually thinking “will I use this and when.”
• Periodically log in and take inventory of the domains you have renewing soon. Take them off autorenew and they will be canceled with no more effort on your part.
• If you have multiple domains for sales purposes- set up your sales pages or forwards and use them. Set a deadline and get it done- or admit you won’t and cancel them.
• Buy what you need now unless it’s a really big idea that you want to act on in the future. Maybe a blog you’d like to start, a social network you’d like to build or a book you’d like to write.

Hope this helped.

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.

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.

Collection baskets would been any designated means to which you collect information that requires an action by you. That action could be a variety of actions but the key is that it requires your mental energy to decide what to do with this information.

What are your collection baskets? I’d love to know.

Here are some of mine:

My digital recorder on my black jack cell phone. If I meet someone new I will shortly after talk into the recorder. If I have a great idea at night- then I’ll wake in a stupor and record my thought.

Next I have a physical Inbox on my desk.

I have my email inbox.

I have a white board on the wall in my office where I’ll record ideas, schematics, plans etc.

I use 37 signals backpack and highrise products. Both of these web-based productivity software’s have collection buckets.

I also have a small notepad that fits into my pocket. It doubles as a second wallet. I keep business cards, notes and receipts in here until I empty it.