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Archive for October 2008 – Page 2

increased organization in your business

Top 5 Series – Organization in your Business

Posted by Carolyn on
 October 17, 2008
  ·  No Comments

increase organization in your businessYou recognize its time to increase organization in your business. You’ve been working diligently to increase your personal organization. As the paper clears and the dust settles, you realize your staff are also working in a cluttered, ineffective environment. It’s time to change the culture in the office from “No one really cares since these aren’t public offices” to “We are proud of the professional environment in which we work“. These strategies will help.

1. Set the Standard Yourself

As head of the organization, directorate or department, your leadership sets the tone. If your office is a pile of disorganized papers, you give your staff the impression you don’t care what the place looks like. Why should they? I know, I know. You can find anything you want in the office right? Are you sure? How long will it take you? And if you don’t show up tomorrow is that the way you want your leadership role remembered? To increase organization in your business requires increased organization for yourself.  Get help if you need it and struggle to manage the space, time or stuff.

2. Walk the Talk

Start talking about professional presentation and image at meetings. Add it to performance appraisals to make staff accountable. In order to increase organization in your business, you will have to set the standard across your business practices.  The top of your desk is only one place.  Staying on time for, during and at meetings speaks volumes about how your expect your staff to perform.

3. Make it easy

Ensure that every staff member has immediate access to a blue box for recycling; right beside their desk in place of a garbage can wouldn’t be tool close.

4. Give staff the Tools

Ensure that every staff has the tools they need to be organized in their work space. Do they have reasonable access to appropriate filing space? Do they have a desk that works? Is there a book shelf or alternative for holding company policy manuals or obligatory preventative maintenance reports? If you aren’t sure what is missing or why an employee is so disorganized, consider having a professional organizer conduct an assessment of the work space in question. There may be more complex organizational issues that the employee is struggling with.

5. Make Organizing a Habit

Schedule a semi-annual clear out day. The rules for the time are simple. Everyone participates in a clear out of their work space on this day. No other meetings or activities are booked. Order lunch for the gang. To increase organization in your business requires routine and practice.

Business Organizing Organizing Strategies Top 5 Series
Tags : Clearing Clutter, Disorganized Employees, Leadership, Management, professional organizers, Professional Organizers in Canada, Top 5 Series

Client Questions – Strategies for Letting Go!

Posted by Carolyn on
 October 17, 2008
  ·  No Comments

A client recently expressed the following frustration:

“I have too many casual-use dishes, and they are taking up a lot of space in my cupboards. But I can’t bear to part with any of them. One set (of about eight) was given to me by my late mother and includes a set of casserole dishes, mugs, coffee pot, salt and pepper shakers, butter dish with cover, and so on. These are my favourite, but they’re not microwave safe. The second set (of four) was given to me by my daughters when they were younger, one of the first gifts they bought for me with their own money. They’re pretty, and I like the shape of the bowls, but some have broken so now there aren’t enough. And they don’t go with anything else I have. The third set are plain white, which is practical because I can use them to supplement my good china. All three sets came with cups and saucers, which I never use and would give away, but I don’t like to separate them from the rest of the set. Do you have any suggestions for how to reclaim space in my cupboards?“

This is a classic expression of the frustration we all experience when objects pile up and emotional ties prevent us from letting them go. Here are some suggestions that might help you in this situation:

  • If you like the objects, get them out of hiding and use them.
  • Consider that your mother probably did not expect you to keep the dishes forever and would be very sad that you were experiencing so much stress over them. Who would she suggest that you give them to or what would she have liked you to do when you were finished with them?
  • Move the dishes out of the cupboard and lay them out in a different room. Taking items out of context often helps the sorting/separating process by changing perspective.
  • Play the strangers, acquaintances, friends game. Which of the dishes are friends and which are strangers? Send the strangers away.
  • The emotional attachment in this case is not likely to the dishes, which are at the end of the day, just dishes you are not using. The attachment is to your mother and your daughters. Rather than keeping a cupboard full of dishes, pick one or two which serve as a representation of the love you have for them and send the rest away.
  • Often by giving items which hold a strong emotional memory to someone or someplace of significance to us, the emotional attachment to the object can be diminished by the emotional experience of the giving. Are your daughters setting up their own homes yet? Could they use the dishes? Do you know a single mother who is struggling to make ends meet? Would she enjoy some lovely dishes? You get the picture.
  • Take a picture! Get a friend or family member to take a picture of you using the dishes and with the entire set. In the case of the dishes your daughters gave you, have them in the picture too. You can now save the picture to remind you of the dishes and to elicit the same feelings of love for your family members without keeping all the objects.
Organizing Strategies
Tags : Accumulation, Client Questions, dishes, Downsizing, Kitchen, mess

Client Questions – Why can’t I decide what to do with this stuff?

Posted by Carolyn on
 October 14, 2008
  ·  No Comments

You’ve made the decision to get rid of it, you’ve blocked the time and arranged for the children to be elsewhere. You’re looking at a pile of toys in the basement that haven’t been touched by the kids for months/years/decades and can’t decide what to do with it. You’d be surprised how common this situation is. Many of my clients have tried valiently to sort through a pile of unwanted goods and become overwhelmed with the process.

Try this: move the goods to a different location. If the toys are in the basement, pile them all into a laundry hamper and put them in the middle of the living room/kitchen/backyard. Group them into similar objects. Notice how your perspective changes?

Changing the location of the goods changes the perspective for your brain and grouping by like objects demonstrates the quantity of goods you have collected. Changing perspective helps your brain to look at the goods differently and boosts the Keep, Give Away, Throw Out decision making process.

Start small. If you empty the basement into the living room you are committed for a weekend. You might not make it and then you’d be frustrated with the stuff in the living room. Try a couple of laundry hampers worth first. Success? Great. Celebrate and either schedule your next session or try a couple more hampers.

Home Organizing
Tags : Children, Client Questions, sorting strategies, toys

Managing Email 3

Posted by Carolyn on
 October 14, 2008
  ·  No Comments

I am going to stay with the email theme. A common challenge for all of us is dealing with the email messages in the Inbox that have been read but not deleted or filed. Some days/weeks/months later there is a significant backlog and clearing it out is such a huge task we all avoid it.

Try this: Dedicate 10 minutes every working day for a month to email clear out. Start by changing the sorting criteria for your Inbox (just for clearing out purposes). If you have email sorted by Date Received, switch to Sender or Subject. Start anywhere at all, it doesn’t have to be at the top, and quickly scan the messages in the reading pane. Notice how your perspective on the messages changes?

By changing the order of the email on your screen, you change the perspective for your brain which is often all it takes to boost the Keep or Delete decision making process. In organizing, its the equivalent to moving all the material you need to sort through out of its usual living place and sorting it in a completely different environment. Try it and remember: 10 minutes a day.

Organizing Strategies
Tags : E-files, Email, manage email
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