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Defining the Problem

Posted on Thursday, October 06, 2005 at 7:00 PM by Ian McKenzie

A big part of being organized is being able to define the problem at hand. Just jumping right into a solution, rarely works. There may be a dozen different solutions, but only one of those solutions will be the very best one for you.

To find the very best solution, the problem you have must first be clear in your mind, and in the mind of anyone trying to help you.

A problem that is clearly defined, is 50% solved.

Ask yourself questions. For example, let's say your office is cluttered. You might ask yourself . . .

1. How did my office get so cluttered?

2. Is anyone else, besides me, contributing to the clutter?

3. What are my systems for completing projects or going through the mail?

4. How much time do I currently invest in keeping the clutter out of my office?

Once you come up with some answers to your questions, the solution should begin appearing. Keep this in mind when it comes to your organizing projects, and any other projects that you may have. If you do, you're well on your way to being organized

On-line Business Resources

Posted on Wednesday, October 05, 2005 at 3:06 PM by Ian McKenzie

Office Depot Online has a number of business resources listed under the Business Tools section of their web-site.

Loose Links

Posted on Friday, September 02, 2005 at 11:37 AM by Ian McKenzie

Planning ahead for Christmas

Posted on Wednesday, July 20, 2005 at 11:06 AM by Ian McKenzie

Seem a little early to be thinking about Christmas? We’ve already begun our Christmas shopping. If you’d like to make the most of the season and the day, some simple — and early — planning can go a long way to help.

Christmas is the time of year associated with love, joy and goodwill toward men. Until we approach the holiday and reach a level of stress we didn’t realize a human being could reach! In an attempt to head off the holiday hassle this year, here are a few tips on creating a personal holiday checklist to make the holidays go as smoothly as possible.

Be a Perennial Shopper

The first idea isn’t always practical for people, but if you have the time and the means, keep an eye out throughout the entire year for clearance items or great sales that you can take advantage of to cut down on your Christmas giving list. In short, it pays to be a ‘Perennial Shopper’. Store all of the items in one specific place so that you don’t forget you have them! Order Christmas gifts online to save time and avoid getting mobbed in. If ordering online, order well in advance to ensure delivery well in time before Christmas.

Sort Out Your Gift List

At the beginning of November, sit down and make out a list of people you will be giving or sending a gift to. Place the people who will need their gifts sent through the mail at the top of the list because you will want to take care of them first. When your list is complete, it’s time to go through the gifts you purchased throughout the year and assign them to the appropriate people on your list. Voila! You’ve already whittled away at a few names. If you have trouble assigning all of your gifts, don’t worry. Put the remaining ones aside and you will find that you either forgot a name on your list or received an unexpected Christmas present from someone you should exchange with.

Start with the Card List

The Christmas gift list will be similar to the Christmas card list, so in late November, you should take the first list and add the names that need Christmas cards. Take your list and divide it by five 5. The next five days will be spent preparing the assigned number of Christmas cards until the list is complete.

Wrap them up!

Buy your Christmas wrap early and keep it easily accessible somewhere in your home. Every time you return from Christmas shopping, immediately wrap the gifts and put them away. It will save so much time in the long run and you don’t have to devote an entire day to completing this task.

Plan Your Grocery Shopping

If you are planning on entertaining during the holiday season, try to plan out your meals and each time you go shopping, stock up on the non- perishable items and the frozen items you will need. Anyone with a family knows that what does not get consumed at a party will have no problem finding another event for it to be enjoyed.

Also before leaving for shopping, plan ahead the quantity of groceries that you will need based on the number of people you are expecting to come over. Take a stock of your Pantry and fill it up with necessary items.

Prepare Your Home for Guests

Take a critical tour of your home from the point of view of a third person and make note of things to be fixed or added. Check the condition and availability of your cooking and baking pots and pans. Get your appliances serviced and blades and knives sharpened. If you have a loose electrical switch, get it repaired. You don’t want to be left stranded on the day of a party or dinner. Check your burners and grates.

These ideas might seem simple, but they can help free up some extra time and help you to enjoy a smooth holiday season. With fewer tasks to be accomplished in such a short amount of time, you can focus on the important aspects of your Christmas celebration.

About the Author

This article appears in the Christmas 2004 issue of ‘Celebrating Christmas PDF Magazine’. To read the complete article and to download a FREE copy of the entire magazine, go to http://www.celebrating-christmas.com/magazine.shtml

Packed with illustrated articles on holiday recipes, crafts, home decor, party planning tips, gift ideas and family fun activities for Christmas, ‘Celebrating Christmas’ magazine is the ultimate combination of a ‘Home and Lifestyle’ and ‘Holiday’ magazine and is aimed to help you celebrate a better, merrier and stress-free Christmas.

Edited on: Wednesday, August 03, 2005 11:07 AM

Introducing the Post-It Portable Workspace

Posted on Monday, July 11, 2005 at 2:04 PM by Ian McKenzie

The Wanderings of a Wanton Wordsmith - Introducing the Post-It Portable Workspace

The basic idea of the PPW is simple: I took a series of plastic sheet protectors, which provide a nice surface for Post-it notes to adhere to. Inside them, I placed sheets of card stock (file folders, cut down to 8-1/2 × 11) for rigidity, and I put the whole mess in a 3-ring binder.

Time Management for Anarchists:

Posted on Monday, May 02, 2005 at 2:55 PM by Ian McKenzie

The Movie

3 Simple Filing Guidelines

Posted on Thursday, April 14, 2005 at 5:28 PM by Ian McKenzie

by: Maria Gracia

One of the most basic ways to find papers when you need them is to retrieve them from an effective filing system. A good filing system will allow you to find what you’re looking for in 10 seconds or less.

Here are 3 simple filing guidelines that can help:

1. CATEGORIZING.

A filing system is only effective, if you can find everything you need, when you need it–without a struggle. And all good filing systems have different categories of papers. Your papers are either going to fall into a MAIN category, or a SUB-category.

For example, a main category might be FINANCIAL. Some sub-categories within Financial, may be:

  • Savings Account
  • Checking Account
  • Money Market Account

In your filing cabinet, your main categories should always be hanging file folders with a labeled tab. Your sub-categories should be labeled manila file folders inside the appropriate main category hanging folder.

2. BASIC FILING SYSTEMS.

For the most part, people choose to use one, or a combination of, these basic filing systems:

  • Alphabetical (A, B, C, D, etc.)
  • Numerical (1, 2, 3, 4, etc.)
  • Chronological (Jan, Feb, Mar, Apr, etc.)

The one you use, depends on what you’re using it for. For example, if you need to keep files for all of your customers (or associates, friends, etc.), alphabetical by last name usually will work best.

For sequential case numbers or projects that are numbered, a numerical system would probably work best.

If it is necessary for you to find things by date, then chronological may be your choice.

Some people get really creative and use a combination of these systems. For example, you may want your main categories to be chronological, but the sub-categories inside to be alphabetical.

3. LABELING.

If a file isn’t labeled properly, it’s not going to be quick and easy to find:

  • Always write your subject on the tab of the file folder, close to the top of the tab, so you can easily see it when you’re looking through your files.
  • Use a medium point, black marker to label your files. Print; don’t use script.
  • Use as few words as possible on the tab.

About The Author

Maria Gracia, owner of www.getorganizednow.com and author of the book, ‘Finally Organized, Finally Free’ can help you organize your home, your office and your life. Visit her Web site at: http://www.getorganizednow.com.

Get Organized Now! FREE Idea-Pak and E-zine filled with tips, ideas, articles and more to help you organize your home, your office and your life at the Get Organized Now! Web site!

getorgnow@wi.rr.com

On-line organizing tips

Posted on Wednesday, April 13, 2005 at 5:31 PM by Ian McKenzie

OnlineOrganizing.com has posted a number of office organizing tips at the “Clickable Office“.

Task Management Spreadsheet

Posted on Sunday, March 13, 2005 at 7:22 PM by Ian McKenzie

A real simple task-management, Excel spreadsheet is available for download over at Dervish. The sheet lets you create basic todo lists with two levels of priority, a category (Labels) column you can customize, and a due date.

Getting Things Done Wiki

Posted on Saturday, January 29, 2005 at 9:09 AM by Ian McKenzie

After David Allen’s visit to Microsoft, Jeff Sandquist and some of his MS cohorts came up with the idea of a central repository (not to be confused with a central suppository) for GTD tips, tools, tricks, links, etc. To that end, Jeff has set up a wiki to collect said data. If you’ve got something to contribute, head over to the Getting Things Done Wiki and help build this encyclopedia.

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Organizing an Alpha Dinner

Posted on Monday, April 09, 2001 at 3:29 PM by Ian McKenzie

Dinner for 45 members of our Alpha group! I've never had to feed a group of that many. The PDA came in handy. Memo for the menu, ThinkDB for the recipes, HandyShopper for the shopping lists and ActionNames for the schedule. All went smoothly (well except for the defrosting of the lasagna) and everyone was fed. The must have been satisfied because I've been asked to do another. I was foolish enough to say yes. Fortunately, I have all my notes on my trusty Palm.

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