| 123 Sort It | Editors:Alan Aurich & Julie Signore | |
| P.O. Box 1112 Kula, Maui, HI. 96790 | 415.731.6244 | E-mail:sortit@maui.net |
| Vol 3 #4 | Winter 1998 |
A Note From Julie ...
Aloha!
WOW! Do you believe it’s the Holiday Season already!
This past Fall, while visiting a prominent card store, well before Halloween, I was absolutely astounded to see Christmas items displayed in full swing. Is it me ...or are they inching it up a few days little by little each year? As a Professional Organizer I can identify with "being prepared" and doing as many things as possible -- in advance. Yet, part of me felt this was going a bit too far, until I chose to look at it differently.
I got into a cheerful conversation with one of the employees and we both commented on how each year the "commercialism" of the Holiday Season seems to start earlier and earlier. Then jokingly we agreed: "Why don’t they just do it all year long!"
Hmmmm, now there’s a good thought!
With the "Simplicity Movement" in full swing and Oprah’s wonderful reminders to utilize a "Gratitude Journal," it seems like this would be the next appropriate step: promote Christmas in stores everywhere 12 months out of the year! Have the decor take on a whole new look, so it becomes a constant reminder of the spiritual art of giving!
Now, I am not a Scrooge -- by a long shot. Yet, I have been perplexed for a long time about the "season of giving." Literally, it seems to denote a "special time to give" or a "special time to be thankful." Unfortunately, so much of the "giving" that comes up during the holidays is about "stuff" ...and "too much stuff" happens to be precisely what so many of my clients already struggle with!
Instead of giving "more stuff" can you imagine the effect we could each have in this world if everyone gave more of what is innately within each one of us? Imagine giving more love and compassion to acquaintances and strangers; more time with your kids, spouse, family and friends; donating of a portion of our services or talents to those in need; volunteering a manageable number of hours per month to a non-profit agency within our community ...and the list goes on and on.
In my humble opinion the best gift we could possibly give or receive is "within ourself" ...not something "outside of ourself!"
I am grateful to be living in Hawai’i, for the spirit of aloha exemplifies the truest spirit of giving ... giving of ourselves and being grateful for the small things that bless us all each and every day!
Wishing you a warm holiday season filled with love, health and gratitude -- every day!
Much Aloha,
Julie
A Note From Alan ...
Reflect and Celebrate
I propose that all of us take some time in the first part of the new year to reflect and celebrate all the changes of 1997. Furthermore, we can honor the changes and invite the opportunities of 1998.
What does that look like?
I acknowledge that most of us experience accomplishments as well as set-backs throughout the year. When I sat down to this task, I discovered that there really wasn’t one significant accomplishment that stuck out in my mind. There were many accomplishments actually. What did stand out were the set-backs. Not because they were so horrific, yet because there were so many blessings within them.
Gratitude
Most of us would agree that the well intended advice from a friend to "learn from our mistakes" really strikes a nerve when we are in the throes of the particular event. Yet, this year I experienced a sense of calm during such episodes. Some were dramatic, yet I assure you it didn’t consist of any cheap drama! It was light-hearted and powerful.
Moving through it
Embracing the various challenges, without trying to explain them or justify them contributed to this peace I felt inside as I moved through each and every set-back. I know the advice of one friend to "accept where I was" helped me to place myself in the role of the observer rather than the role of a judge. Once there, it was so much easier to accept the circumstances, let them pierce me, as it were. And to chuckle sincerely as I awakened to the "coincidences," the role of the universe and its messages.
Direction
I am being guided, this I know. And I have absolutely no idea where this is leading. I feel blessed. I feel grateful. I appreciate the changes this past year and I invite the opportunities of 1998!
My wish for you
May your own reflection and celebration of 1997 reveal the desires and direction of your heart. May you experience peace in this heart-felt process and emerge on the other side, relaxed to embrace the opportunities that await your own discovery.
Warm Regards,
Alan
Why We Do The Things We Do ...
By Julie Signore
When was the last time you questioned "why" on many of the simple habits or rituals you perform in your daily life? When was the last time you looked at something and sought to improve on it ... by looking at it differently -- maybe even backwards? Yes, backwards!
Case in hand: years ago when I was in college,
I decided to precisely calculate the amount of cream needed in my cup of coffee. From that point on, I started always pouring the cream in the mug "first." Why? Because the sheer action of pouring coffee into the cream ...stirs it automatically!
I concluded it was a waste of silverware to stir the coffee after-the-fact. Of course another motivating factor may have had something to do with the fact that the only dishwasher around at the time -- were my 2 hands. Another thought was that a minute saved here and there had to eventually add up somewhere in my day!
Another simple discovery was the reverse placement of a roll of toilet paper in its cradle. Meaning, thread the paper so it comes from the "bottom up" rather than the "top down." Using this method you have more control over the roll when you yank the sheets off. Give it a shot -- you’ll see what I mean!
One of my latest dilemmas was growing out a recent hairstyle. The challenge was in the "transition stage"
...if you know what I mean. You know, when every day feels like a bad hair day for weeks on end? My hair had grown into layers that became very uncooperative -- with a mind of it’s own! My hair stylist. (God bless her!) had attempted in vain to get my hair layered in a fashion that I was accustomed to from years prior on the Mainland. The particular style I desired would allow me to wear it up ...having it fall with a precise "look." Unfortunately, I was unable to communicate "what the look" looked like, in an accurate manner!
The reason I said God bless her, is because this wonderful stylist also had to "repair" the numerous attempts at creating the appropriate layers -- that I performed on myself. I now fondly empathize with the saying: "don’t quit your day job" -- meaning me!
One day while combing my hair upside down, I noticed all the jagged edges -- that reflected the layers.
Without hesitancy I retrieved my trusty scissors and proceeded to cut straight across. Presto! When I put my head upright -- it fell exactly how I had envisioned ...creating perfect layers!
Why all the hoopla? Did Julie finally lose it? Why the tedious tale telling and non-sensical trivia items? Ah-ha! You know me all too well by now -- there
is a point that can be made in direct correlation to how we operate in our business, office or personal life.What can you do to improve your efficiency or effectiveness ...by looking at things in reverse -- totally backwards?
Often times we face our dilemmas and challenges by looking at a problem or situation head on. What would happen if we viewed things backwards instead? What would you see backwards ...that you may not see anymore ...by viewing your situation head on all the time? What can you do that makes absolutely no immediate sense looking forward -- yet can create a different logic by viewing it backwards? Have you ever given it a shot?
In my experience of working with clients, that is precisely what I do in assisting you to become more organized. For the same reason, "being overwhelmed" has never been an issue for me in working with anyone who has contracted my services.
You see, most people look around and ask "How do I do it?" "How do I get from point "A" to point "B?" In the meantime I examine your space and see the end result -- first! I start visualizing the various possibilities and potentials from the moment I set foot in your environment. The next step is to learn your individual needs, interests, habits and challenges to create a space that will work for you! In essence I see point "B" and work backwards to where we are at point "A" -- when you place your call for assistance.
Viewing your situations head on all the time can unfortunately breed familiarity and keep you stuck! This is another reason why a new set of eyes can be refreshing in solving almost any dilemma or challenge. Have you ever employed the use of a child’s view to solve a predicament? Now there is a novel approach that often results with a humorous dose of simplicity in arriving at a very attainable resolution.
Within the past year I have questioned more and more of the so-called "obvious." For me, it’s a way that I can get more creative in what I do and how I do it. Besides, with so many "creative clients" I have a constant need to improvise and entice you with various organizing methods, tools or systems. You keep me on my toes -- to say the least -- Mahalo Nui!
Now ...what can you do backwards today that would increase your effectiveness tomorrow? Get creative -- you may not have as much to lose as you think!
Remember: "If you constantly repeat the same action - you will continue to generate the
The Contest Search Is On ...
By Julie Signore
Can you find your desk? Is your office a habitat for the unknown? Do you joyously enter your office at the start each day because of the serenity, peace and clutter-free surroundings?
Now you can insure your goal to "Get Organized" receives all the help and support humanly possible! The 5th Annual
"In Search Of The Most Dis-Organized Office On Maui" contest will be launched on January 12, 1998!
Each year in honor of the hundreds of thousands of New Years Resolutions to "Get Organized" (second only to losing weight), The
The contest starts on January 12, 1998 and ends February 22, 1998. The winner will receive 20 hours of free Professional Organizing services. A total of over $2,500 in services and prizes will be awarded to this years lucky winner.
Rules and regulations:
Submit a photo(s) of your office along with a 300 word essay on "Why you are Dis-organized and why you want/need to Get Organized."
Due to the overwhelming requests in the past, our contest became island wide in 1997. It is no longer restricted to Home Offices -- any one and any office can enter! The contest will run a total of 6 weeks. All entries must be postmarked no later than February 22, 1998. The winner will be announced March 14, 1998.
Throughout the year I meet people who swear " I could have won your contest!" Unfortunately, they neglected to enter for many reasons. Lack of time, embarrassment, misplacing the directions, losing my address etc... Many others decide to tidy up their space prior to taking the photo anticipating they’ll scare me off.
Puleeeeze hear me well: "Just take the picture - as is!"
This one contest can truly change your life - forever!
You have nothing to lose and everything to gain. So, as Nike says: "Just do it"!
Hear is what some of our past winners have said:
With all of the time that we have spent together, I also feel that I have made a new friend."
Personally, I not only feel especially lucky, but I may have been given a chance to survive the recession."
For questions or more information contact Julie Signore at 878-2617. All entries need to be postmarked by February 22, 1998 and mailed to:
The
PHOENIX Organizational Consulting ServiceRR3 Box 614 Omaopio Road
Kula, Maui, HI. 96790
Desk-top Organization ...
By Alan Aurich
Are you intelligent, competent, a good person and well intended, but somehow you still can't get your "unsightly paper build-up" act together?
Is every business card you've ever been handed, 1997 business documents that still need your attention, numerous business expense receipts...
...all in a heap on the office floor or, worse, the desk?
You're not alone!
Monday, January 12th , is National Clean Off Your Desk Day! The actual volume of information that crosses our respective desks has created a need for declaring such an event.
Where’s your challenge in that paper pile-up? Perhaps its the lack of a system or the lack of a process to manage the volume of information crossing your desk. Focusing just on paper, lets address a possible system and process that might work for you.
You can do this!
Look at your desk area as the "command center." At the helm is yourself, receiving, managing and processing information relevant to the role(s) you play within a business. One of the best systems you can create for yourself is to use sorting baskets and a set of action files.
The baskets act as a catalyst, forwarding the information to the next action. The action files are used to store and access information that you work with, almost on a daily basis. (For our purposes here, action files are different than the over-all set of files you would create for running you business.)
Lets begin with titles of baskets and files, including examples of how you would use them.
Basket Sorting Titles:
In Basket
An "in" basket is used to store the incoming volume of information, whether it be postal mail, faxes, voice mail, hard-copy e-mails, etc. The trick here is to have a designated spot for this information. I recommend a basket for this function.
Recycle Basket
This is my favorite tool! The "recycle" basket is really the trash basket (sometimes called a recycle bin). In my professional experience, we can literally toss almost 1/3 of all the papers that comes across our desk immediately. And of course, the more we can recycle, the more we contribute to our sanity and preserving valuable resources. If you want to "cut it off at the pass," immediately toss anything and everything that has no meaning to your scope of work.
Reading Basket
Use a "reading" basket for larger items such as magazines, trade journals, etc.
File Basket
In most cases, the best idea is to place information that must go into your over-all file system in a "file" basket for filing later. Examples include file folders, documents, magazines, etc. In turn, on a weekly basis, file these items. In the interim, this is the place to store them off your desk.
Action File Titles:
Action File
Although all of the following files are considered "action files," consider it a file used to store information that you are currently working with. In most cases an action file is used for processing on a day-to-day basis, either to the next action and/or conclusion. Examples for a typical business owner may include information pertinent to invoicing a client, responding to a vendor correspondence, or recording a calendar event.
Reading File
My recommendation is to use a hanging file folder that houses an interior file folder for storing clipped articles, short documents, newsletters, etc. as a "reading" file. Having this tool allows you to take reading with you at any given time, such as when you are traveling. It also complements a "reading" basket.
Calendar of Events File
A "calendar of events" file is a file used to store information on upcoming events. For example, perhaps you have an engagement coming up where the invitation includes directions to the event. Initially this document lands in your action file so it can get recorded in your time planner. After you record the event, place the directions here.
Pending File
A "pending" file is used to store information on an activity that you’re waiting for an action and/or another piece of information before finalizing this specific activity. One example would be a credit card statement, where you are waiting for a refund on a charge that was posted to your account. This serves as a reminder to look for the refund.
Project File
A "project" file is used to store information relevant to a specific undertaking that has a beginning and end. Here you want to store information as it pertains to a project at hand. Perhaps that information is a newspaper article, research document or spreadsheet related to a specific project. (You may have multiple project files title by the project name.)
Building this set of action files does require a set of tools. Below is a list of organizational tools you’ll need:
Hanging File Folders --
Hanging file folders are folders that rest and slide on file drawer walls (or steel guides that are inserted into a file drawer if the walls inside the drawer do not allow for this.) They come in either letter or legal size. They are also available in an assortment of colors.
Interior File Folders --
Interior file folders are folders that fit inside a hanging file folder. Most people are familiar with the standard, manila file folder. They are also available in either a letter or legal size, in an assortment of colors.
File Labels and File Tabs --
File labels are used to label an interior file folder. File tabs are used to name hanging file folders. (File tabs are usually included in a box of hanging file folders. They include both paper inserts (for naming the hanging file) and plastic covers that protect the paper inserts.) Both labels and tabs can be generated from the computer using a template in most word processing programs. (Note: file tabs generated from the computer requires the purchase of paper inserts that are compatible with a computer printer. The paper inserts included in box of hanging files will not feed through a computer printer.)
File Drawer --
A standard file drawer, built into a desk, usually consists of 1 - 2 drawers. You may set the drawers up to handle either a letter or legal size hanging file folder and interior file folder.
Desk-top File Organizer --
A desk-top file organizer may be used to house your active files on top of your desk. They are excellent organizational tools that allow you to keep your "active files" in front of you for easy viewing. They come in various colors and are made out of material ranging from plastic to wire.
Baskets --
In general terms, a basket is a tool used for storage. They may either be made out of plastic, wire or wicker and are available in an assortment of sizes and colors. (Remember, for recycling, the trash basket or recycling bin may apply.)
All of these tools may be purchased at most office supply stores.
Once a system is in place, its time to "work the system." While building a system is inherent in getting organized, a "process" is also part of the equation -- you need a to manage the system. This involves establishing a regular pattern (read as: habit, yet a healthy one) of processing information so you can perform your work in a timely manner, make informed business decisions on the basis of relevant and current information.
Establish in your day-to-day schedule a time to process the incoming information, whether it be at the first part of the day or towards the end. A commitment of 15 - 30 minutes for this task will pay off immediately, helping you manage your day effectively and reduce stress.
These sorting baskets and action files are at the heart of your daily activities. They are tools to help you take command! It doesn’t necessarily come easy to some people and it isn’t just about applying "common sense." Being organized requires a definite skill set. It also takes discipline and action to maintain the ultimate systems and processes you establish.
Don't agonize, organize! Remember, you can do this!!!
Handy Holiday Survival Hints ...
By Julie Signore
OK. Many of you have commented to me that you are feeling overwhelmed with all the holiday hustle and bustle already -- and today is only December 1st! I figured this alone, warranted some handy dandy survival strategies to help get you refocused and attain a more peaceful pace and space.
large extended family and obviously a limited holiday budget. Why not create a new tradition that will also reduce the financial stress of the holiday season? Instead of buying gifts for every single family member -- put everyone’s name in a bowl and have everyone "pick a secret name."
Note:
Initiating this at your Thanksgiving dinner next year, is a great time to create a new and different family tradition that will reduce the stress of potential over-spending during the Christmas season.
letters you feel "obliged" to write with your greeting cards? How about creating just "one" letter of reasonable length -- and taking it to your local copier to mass produce? When inserting your letter into each card, attach a 2-3 sentence personal note -- and let the guilt go! You are only human. The demand for a hand written letter to each and every person -- is something created solely by you. <Smile>
Reminder
: Precede ALL mail order catalog purchases with: "do not sell or trade my name." THIS tiny little sentence can reduce as much as 80% of your future "junk mail."what you need, it will be items that you have given considerable thought, regarding their real necessity.
Organizing gift suggestions ?
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New Year Special...
Purchase all 3 books
written by Julie Signore
--for only: $20
-- Regular Price: $28.00
A Christmas Story...
Note: The following story was circulated via e-mail recently.
"Golden Shoes"
It was only four days before Christmas. The spirit of the season had not yet caught up with me, even though cars packed the parking lot of our local store. Inside the store was worse. Buying for someone who had everything and deploring the high cost of items, I considered gift buying anything but fun.
Hurriedly I filled my shopping cart with last minute items and proceeded to the checkout lines. In front of me were two small children -- a boy of about five and a slightly younger girl. She carried a beautiful pair of shiny, gold houseslippers. As the Christmas music sounded in the store’s stereo system, the girl hummed along, off-key, but happily.
When we finally approached the checkout register, the girl carefully placed the shoes on the counter. She treated them as though they were a treasure. The clerk rang up the bill. "That will be $6.09," she said.
The boy laid his crumpled bills atop the stand while he searched his pockets. He finally came up with $3.12. "I guess we’ll have to put them back," he bravely announced. "We’ll come back some other time, maybe tomorrow."
With that statement a soft sob broke from the little girl. "But Jesus would have loved those shoes," she cried. "Well we’ll go home and work some more. Don’t cry, we’ll come back," he assured her.
Quickly I handed $3.00 to the clerk. These children waited in line for a long time. After all it was Christmas. Suddenly a pair of arms came around me and a small voice said, "Thank you lady."
"What did you mean when you said Jesus would like the shoes?" I asked.
The boy answered, "Our mommy is sick and going to heaven. Daddy said she might go before Christmas to be with Jesus."
The girl spoke, "My Sunday school teacher said the streets up in heaven are shiny gold, just like these slippers. Won’t my mommy be beautiful walking on those streets to match these shoes?"
My eyes flooded as I looked into her tear-streaked face. "Yes," I answered, "I’m sure she will." Silently I thanked God for using these children to remind me of the true spirit of giving.
Julie's Gems...
By Julie Signore
"The greatest gift we can give our children is the knowledge that they are responsible for their lives. Out of the experience of being responsible comes true happiness, love and commitment to serve humanity."
--Frank Siccone