I love taking vacations. It’s part of the reason I started my own business. The typical two weeks a year given by my former employers (with the exception of my time spent teaching) just wasn’t enough time off for me. So imagine my surprise (and horror) when my husband, who works in corporate America, told me some of his colleagues have to be forced to take their vacation time! That got me to think about how our culture views time off. The findings are sad, but true.

Did you know that by October 24 of every year, the average American will have spent as much time working as the average European spends in a year? That’s right. Europeans, on average, work 35 hours a week and receive 4-6 mandatory weeks off per year. In fact, when you add the shorter workweek, holidays, and the longer vacation time, Europeans get an average of nine weeks more free time per year.¹

Not only do we have less time off, we also work the most hours of any industrialized country. For many Americans it’s normal to work 50-60 hours a week. So we work more hours and take less time off and then feel guilty when we do escape from the office for a few days. This is crazy!

You work hard, so you deserve to get away for a while. Studies show you need to take time off from work for your health and sanity. Vacations have been found to reduce the risk of heart attack in men by 30 percent and in women by 50 percent.² Another study found that women who took two or more vacations a year were less likely to become tense, depressed or tired, and were more satisfied with their marriages, when compared with women who took fewer vacations.³

What does this have to do with workplace productivity? Plenty. When we are refreshed, we work better. We have more energy, greater focus and concentration. We tend to call in sick less and have better attitudes about our jobs. It’s not only good for us to use all our vacation time, it’s also beneficial for employers. When France reduced its official workweek to 35 hours a few years ago, studies showed that there was no loss in productivity.¹ So, happier workers, no loss to the company – now that’s a win-win!

So get out and enjoy some time off before the summer’s over. To maximize your time away:

• Unplug!  Leave the laptop at home and concentrate on getting away from it all. For those of you with the ever-present smart phone, give yourself permission to turn it off, or at least check in less frequently.
• Leave work at work; it will be there when you return.  Don’t let work anxiety interfere with your time away. Live in the moment where you are, and give it your full attention.
• Plan ahead and take time to organize your trip to avoid last-minute rushing around and sleep deprivation.
• Build in some downtime. Don’t over schedule yourself by planning constant activities. There is great value in just sitting and being quiet.

Now, get out there and play!

1 Joe Kissell-http://itotd.com
2 Brooks Gump/Karen Mathews; Framingham studies
3 “Mayo Clinic Health Solutions”

On average, a piece of paper is moved eight times before it is recycled or filed. Now, I'm not a proponent of the "touch it once" school of thought because to me it's completely unrealistic in most instances. However, touching the same piece of paper eight times is a bit excessive and a sign of indecision.

As you look at the paper strewn around your office, ask yourself, "Why is it there?" Chances are your response will be "I just don't know what to do with it." The result of indecision is paper clutter. Keeping paper under control is about making decisions. Because many people struggle with decision making, we'll share some steps to streamline the process.

Look at a document and ask yourself the following questions:

·   Can I discard (recycle) it?

·   Can I delegate it?

·   Do I need to act on it?

·   Do I need to save it for future reference?

The first line of defense is always to eliminate it (recycle or delegate). If that isn't an option, you have only two choices: take action or file for reference.

There are two types of action you can take: immediate or scheduled. If you can complete the task in two minutes or less, do it immediately. If it'll take longer, either schedule the activity on your calendar or file it in a daily action file such as a 1-31 tickler filing system.

Items that don't require action, but you want or need to keep (an article you've read or a legal document), should be filed in a reference filing system. 

Here are a couple things to note:

·    If you're still struggling to decide, ask yourself: 

-Do I really need it? (i.e., for legal purposes)

-Can I get it somewhere else? (Internet, another department)

-What's the worst thing that could happen if I get rid of it?

·   80 percent of what you file for reference will never be looked at again, so be selective in what you decide to keep.  

·   Having a user-friendly file cabinet is important (i.e., easy to open/close, files clearly labeled, and convenient to access). If your file cabinet and filing systems are easy to use, you'll be more likely to actually use them!

If you're overwhelmed with office clutter, give us a call. We'll help you create systems that work for you.

On April 17 I had the pleasure of attending TEDx Memphis - Simple By Design. Six provocative speakers shared their insights and expertise in various genres related to simplicity in 18 minutes or less. Four TED videos related to the theme Simple By Design were also shown. Two of the presenters were:

Chris Crouch, creator of The GO System (the workplace productivity training program offered by Get Organized by George, Inc.), who shared his view of The Ultimate and Universal Social Network. Chris, a very entertaining presenter, shared a simple way to build a solid network of friends and associates to help advance your business and yourself. 

Steve Levinson, Ph.D., co-author of Following Through presentedWhy the Human Mind Should be Recalled: Exploring the Great Disconnect Between Intention and Action. Steve's presentation was especially exciting for me because I'm designing a course based on his amazing book, Following Through. Although I have had several phone conversations and many email exchanges with Steve, it was the first time I met Steve in person. So even though it was an eight-hour drive down to Memphis, it was well worth the trip!

If you have a chance to attend a TEDx event in your area, I highly recommend you do so.

One of the key elements of a well-organized office is space optimization. To achieve this, look at your space (desk, walls, file cabinets, storage units, even the floor) from a fresh perspective.

Just as with real estate, "location, location, location" is key in office organization. The things you use most often get the best real estate--close to you and where you use them. Picture a dartboard--the bull's-eye represents your desk and the items you use most often. The next ring represents less frequently used items; the next ring, even less often used items, etc.

Combine this idea with one of the most basic principles of organizing--having a "home" for everything. That way you'll always know where to find things and where to put them away. Choose a place that makes sense to you, not necessarily where someone else would put them.

Remember in kindergarten when you learned to keep like things together? The same applies to your office. Here are some guidelines to consider when sitting at your desk or "command center":

• Place all frequently used supplies in, on, or close to your desk. For example, if you use your stapler daily, place it within easy reach while seated at your desk.  

• Keep items used once or twice a week at arm's length. For example, if you refer to a manual to look up a code or procedure, keep it where you can easily access it by simply reaching for it or spinning your chair around to get it.  

• Store items used only once or twice a month inside your office or cubicle, but outside your "reachable zone."  

• Put supplies used less frequently (refills of paper clips, pens, paper, etc.) in an office supply cabinet down the hall.

Think vertically! Use your wall space to help keep your desk clear. It doesn't matter if you have office walls or cubicle walls; there are plenty of products on the market to help you stay organized.

• Bulletin or magnetic boards are great for hanging frequently referenced items (phone extensions, zip codes, calendar, etc.). 

• Walls are an excellent place to post department or company goals, mission statements, or sales charts. 

• File holders that attach to the wall or hang over a cubicle are a great way to keep frequently used files or current projects within close reach.  

Think of your desk as a "processing center." What comes in must be dealt with and sent on its way. Many people mistakenly think of their inbox as a holding tank when actually it's to be used for receiving items, not storing them. Try to empty your inbox at least once a day.

Take a step back from your desk and look around your space to see if you are applying these principles of organization. If not, make adjustments where you can; and then enjoy the extra 'breathing room" you've just created.

Let us know about the improvements you make in your space by commenting on our blog. We'd love to see before and after pictures too, so please send them to us!

Kermit had it all wrong. Bein' green IS easy once you know how. With a little effort you can 'green-up' your office from the bathroom to the boardroom. In honor of Earth Day's 40th Anniversary, here are 15 easy things you can start doing today.

• Power down computers and other electronic equipment at the end of each day. 
• Utilize the power save mode on computers, printers, and photocopiers.
• Use double-sided printing and copying.
• Cut up already-used-on-one-side paper for reuse as scratch pads. 
• Recycle used ink-jet cartridges.
• Avoid chemical-based air fresheners in the bathroom.
• Introduce Fair Trade Certified™ and organic coffee and tea into your workplace.
• Stock the break room cabinets with reusable dishware.
• Wherever there is a garbage can, place a larger recycling container.
• Donate excess supplies, computers, office equipment to local nonprofits and schools.
• Use Blackle.com, powered by Google, to perform your Internet searches. It saves energy by using a black screen, which requires less monitor power than Google's white screen.
• Choose to use non-toxic, biodegradable cleaning products.
• Thoroughly use or creatively repurpose office supplies you already have before purchasing new ones.
• Buy recycled content paper, envelopes, and stationery. Strive for 100% post consumer content and zero chlorine bleaching whenever possible.
• Establish a company Green Team to help implement these and future changes.

It doesn't matter where you begin making changes, only that you begin. Once a program is established, the momentum can drive more areas of improvement. In the end you will have a healthier working environment and the satisfaction of doing your part to improve the sustainability of our planet. You will also realize increased profitability for the company. It's a win-win-win!

Studies have found that those most successful at following through can actually FEEL consequences. People with great follow through also tend to worry or feel anxious. These people seem to have a more intimate connection to the feelings associated with negative outcomes and therefore will be more likely to avoid them. I'm not suggesting you should believe the sky is falling, but I am suggesting you create a motivation that you can literally feel - good or bad.

For example, I previously shared that I have to shred a $20 bill if I don't complete the sometimes unpleasant "tasks" I commit to do weekly with my accountability partner. This works well for me because visualizing $20 being shred is something I can physically feel. I get a sense that an invisible force is pushing on my gut when I think about shredding $20--an uncomfortable feeling I want to avoid, so I always make my commitment.

If you apply this technique to the things you want to accomplish, these feelings can help propel you to take action. What will do it for you? Will $20 work or do you need $100 or more? Maybe it's something else such as having to scrub your brother's toilet or washing everyone's dishes in the office break room for a week.

Some people respond better to positive rewards. Would the promise of an hour-long massage entice you into action? Perhaps treating yourself to a great dinner would work. Whatever you choose, just remember you have to feel the consequence of following through or not in order for this to work. Then of course, you actually have to commit to paying the price (maybe literally) if you don't follow through on your intention.

Be creative and come up with something you can really feel -- positive or negative, and then inspire others by sharing your ideas with us on our blog.

Many thanks to Steve Levinson, Ph.D., and Pete Greider, M.Ed., authors of Following Through for writing an amazing book and allowing me to share this information.

Have you attended a great workshop or conference where you took copious notes knowing that what you were learning would revolutionize the way you currently do something? You just knew if you implemented this new technique your sales would soar. Or if you implemented the tickler file system you learned, your whole workday would be more productive and less stressful.

We have such high hopes of implementing new concepts; however, once we return to the reality of our daily lives, we seem to lose the enthusiasm that originally propelled us to think we could conquer the world. So, what happens?

Most likely, once you returned to the office, your focus got diverted to whatever was currently happening around you. You realized you had reports to file, meetings to attend, or calls to make. You put your brilliant new idea on a back burner where it lost all its "heat." This happens because the human brain is a very distractible organ, made even more distractible by our modern, over-stimulated lifestyles. 

However, this lack of focus can be overcome by a technique called Spotlighting, which draws our attention to our intentions. Spotlighting is achieved by means of a cueing device such as a "magic pebble," a kitchen timer, an image of your goal, etc. When you see or hear the "cue," your attention shifts to what it is you intend to do.

For example, to implement a new sales strategy that will double your income and help you afford the vacation of a lifetime, put pictures of your dream destination on your desk, office door, bathroom mirror--anywhere that would continually bring your intention to your attention. Because it is now at the forefront of your mind, you will be more likely to shift your behaviors in accordance with your intention.

Remember, developing a new habit requires undivided attention - that's more important than how long we do it (i.e., 21 days to a new habit). Practice the Spotlighting technique and see where it takes you - maybe Bora Bora?

(If you like gadgets, you'll love the ultimate cueing device - the MotivAider. It's like a personal accountability partner that automatically reminds you of your intention.  I know firsthand how well it works; it helped improve my slouchy computer posture!)

*From Following Through by Steve Levinson, Ph.D. and Pete Greider, M.Ed.

Are You Feelin’ the Pain?

Did you resolve to start, stop, or do something differently in the new year? Did you vow that 2010 would be the year you quit smoking, lost weight, spent more time with the kids, made more sales calls, left the office on time, took a vacation, etc.?

How’s that working out for you? If you’re like most people, you began the new year with the best of intentions, and then by early February (or for some, the second week of January) those good intentions vanished.  What happened to them?

Well, the good news, according to the book Following Through by Steve Levinson, Ph.D. and Pete Greider, M.Ed., is that it’s not your fault! They propose that the human species wasn’t designed for following through on intentions. Our brains are marvels at many things, but always doing what we know we should do is not one of them. In fact, squirrels are better at follow through than we humans are.

Here’s more good news -- you can do something about it! You just have to find ways to outsmart yourself.

One technique is to make the “pain” of not following through greater than the “pain” of taking action. For example, every couple weeks for the past two years, I have an hour phone conversation with my accountability partner, Donna. During the call we report in about the tasks we said we would complete from the last call. Because Donna and I are friends, it would often be easy for me to confess that I didn’t make my goals. Her response was, “That’s ok--just do it by the next call.” Because there wasn’t a great amount of “pain” attached to not following through, I didn’t have any hard core reason to always do what I said I would. However, last September that all changed.

I now have a $20 bill hanging on a wall by my desk. On the bill there’s a sticky note that reads “SHRED?”. On another sticky note are the tasks I promised Donna I would complete by our next call. Every time I look at my $20 bill, I’m reminded of two things. One, all the tasks I need to complete; and two, I will have to shred $20 while Donna listens, if I don’t complete those tasks by our next call.

Now, the thought of shredding money makes me cringe. So the idea of shredding the $20 bill causes me more “pain” than actually having to follow through on the tasks I promised Donna I would complete. I’ve been living by this model for six months, and I’m proud to report I’ve never had to shred my $20. I never intend to either.

So, where can you “bring on the pain”? What are some ways you can get yourself to follow through on those resolutions? Be creative – you know what works best for you. Come up with a plan, find someone to hold you accountable, and then run with it. You will be amazed at the changes you can achieve by learning simple tricks to help you follow through.

It’s that time again, time for New Year’s resolutions. This fresh start fills us with feelings of great optimism and inspires us to take on even the most daunting challenges. So, what are you inspired to accomplish in this New Year?

Getting better organized is always an excellent option. In fact the entire month of January is dedicated to doing just that - it’s Get Organized Month. Ok, so maybe an entire month dedicated to getting organized feels too ambitious for you, then how about just shooting for one day, January 11, to begin the process.  It’s National Clean off Your Desk Day.

Cleaning off your desk may not sound very “sexy” as resolutions go, but it can do amazing things for your life. It can lead to things like projecting a more professional image to clients and co-workers, feeling more confident and in control or your day, and leaving the office on time because you’re not wasting up to 30 percent of your day searching for misplaced items.*

If you’re ready to conquer your cluttered desk, here are five ideas to help you get started:

1)     Set aside time to do it. I mean actually schedule time in your planner with minimal interruptions (or none if you can swing it). Dedicate at least 30 minutes or up to a couple hours depending on your “accumulation.” Take small breaks if you find your mind wandering or feel overwhelmed, or put on your favorite music for inspiration and energy.

2)     Sort papers into categories; for example, take action, reference, delegate, recycle, etc. Then, sub-divide as needed (for example, reference legal, reference client, reference contracts, reference insurance, etc.).

3)     Establish homes for all items to be filed. Use a tickler file to track all your action items, and create reference files for items that don’t require action but you would like to hang onto “just in case.”

4)     Recycle any papers you don’t need. (Hint: If you can easily find the information on the Internet or another handy source, ask yourself if you really need to keep a printed copy.)

5)     Organize all your supplies (paperclips, pens, sticky notes, etc.) in drawers or containers on top of your desk for handy retrieval. If you have a supply closet to draw from, don’t keep more supplies than you can use in a couple weeks at your desk.

You’ll be amazed how much more productive you’ll be with a clutter-free desk!

*30 percent of all employees' time is spent trying to find lost documents.
Source: Von Bergen, Jane M.. So many reasons to neaten up, but it's too imposing. Boston Globe 03/12/2006 Statistic by/from Delphi Group