Technology doesn't always fix the problem

I met with a prospective client a few weeks ago to discuss the possibility of organizing her business office. During our initial consultation we talked about the problems she was facing with her desk and why it was always unkempt. At one point in the conversation our attention turned to the disorganization within her computer and why her computer files and emails were not being managed properly. It highlighted an often forgotten fact…Technology does not automatically make a person organized! In fact, sometimes it can make their situation worse. My prospect’s desk and computer were remarkably similar: her papers were all mixed up on the desk and so were her computer documents. Her physical filing system was not functioning properly, and she had not yet created a system for her computer files that was efficient and effective. In the end I believe that good habits and discipline make someone organized, not necessarily the technology they use. For some people, electronics and technology are a God send and make life easier. For others, it highlights and accentuates the current lack of organization.

Manage email so it does not manage you

Business and home email communication have a tendency to be overwhelming and disorganized. So many of my clients are frustrated by the volume of email they receive and the difficulty they have finding important messages in a packed inbox. There are a few simple guidelines I use to help others and myself keep emailing clean, organized and simple. 1) Do not sign up for every offer and newsletter available. This is like putting your name on a list for paper junk mail. Only subscribe to a publication if you have time to read it, want to read it and want it taking up space in your inbox. 2) Create folders for subjects or people. This gets the emails you have to keep out of the main inbox and into different sections. You can find the emails quickly and they are available only when you need them. To take things a step further, you can create rules in almost any email program that allow you to automatically route messages to specified folders as they come in. 3) Do not save everything. Just like regular paper, ask yourself, “Do I need it? Want it? Will I truly look at it again? Can I get this information elsewhere or on the internet?” 4) Finally, have specific times (or a single time) of the day when you respond to email. Being aware of what is coming in is ok, but to answer every message as it arrives is time consuming and inefficient. It also can contribute to a general feeling of being overwhelmed and as if you are at the mercy of the newest need.