Archive for Top 5 Series

woman biting pencil staring at computer looking worried and frantic.

Top 5 Series – Indicators you’re Disorganized

Posted by Carolyn on
 May 1, 2023
  ·  No Comments

woman biting pencil staring at computer looking worried and frantic.Think your office might be seriously disorganized?

Not sure if you are disorganized enough to need help?

You have your own business which you love.  It does ok.  Clients are happy – most of the time.  But you admit to yourself when no one else is looking that things aren’t as good as you think they should be. You are really afraid someone besides your accountant and CRA, or IRS is you are south of the 49th parallel, will find out your taxes were late last year….again. The assistant you hired reminded you that the last 10 client orders were late.  Meanwhile, you find yourself running from home to office to home to office, always late and always rushing.

You, and your office or business, may be disorganized and not be aware. Here are the top five indicators I find when clients call me for help.

1 Targets are missed.

This is the indicator that keeps you awake at night. As the fiscal year goes by, and performance targets get missed, you are already sweating. You didn’t meet your sales targets for last year and you don’t even know if you are on track for first quarter.  If fact, you are pretty sure your records aren’t up to date. Do you and your employees have a clear, strategic plan to accomplish those targets? Creating a step by step plan for everyone to follow will help keep everyone on the same page and the business on track.

2 Priorities are confused.

You know your ideal client.  You know your business mission and you have an awesome vision.  Should be enough right?  Then why is it you can’t meet performance goals. Employees don’t understand the mission and/or strategic goals.You have the mission memorized. You’ve agonized over your strategic goals. Every word is perfect. You’ve done the retreat and handed out copies. Why is it then, that no one remembers? Why don’t your employees remember what the company is trying to accomplish this year?

Maybe because words on a page don’t translate into happy customers. A perfect mission, vision and values statement is only helpful if there is an action plan to translate that into the satisfied client. How does you mission statement turn into sales? How does your mission statement become a product or service that removes your client pain point? Turn your attention to providing value to clients and your mission will come alive with sales.

3 Employees are unhappy.

You have a sense that there are just too many good bye lunch parties. Meanwhile you’re soaking up your training and development budget with new hire orientation rather than development of your existing and loyal employees. At the same time, you’ve hearing complaint after complaint from employees about this, that and the other thing. They never bring it up to the team meetings, (do you have them?) they just grumble.

Disorganization in an employer or boss can quickly lead to disgruntled employees. With clear expectations, timely projects and constructive feedback, employees will more likely enjoy making a contribution to your goals.

4 Offices, work spaces are cluttered and disorganized.clutter-free office shows what is possible with organizing support.

Starting with yours; do you, or your staff, keep asking for another copy of (name of latest report on the file share system) because they can’t find it? Do you, or your employees, spend too much time looking for things and not enough time acting on goals? Sure, you know exactly where that proposal is, right? If I said you had 10 seconds to find it, could you? What is under, behind or beside your desk? Your employees desks? Check it out.

Keeping a clutter free work space contribute to higher productivity and happier staff. Try putting aside a Friday afternoon for an office clean up – with everyone responsible for their own work area. Keep common work areas clutter free.

5 Someone is always at the office or online trying to work late – very late.

Someone, or ones, is (are) working longer hours than they should. Is there one person, maybe it’s you, that is always working later than everyone else, comes in on weekends, and probably still is not meeting their performance objectives? That extra work time without the work output to show for it, is a common sign of disorganization. That person may need some help to clarify their priorities and deadlines. Or they may need some support to create a more productive work environment.

My goal is to help you develop an awareness of what some of the indicators of disorganization.  With that awareness, you have the power to make changes. Even small changes can make a big difference.  Become a clutter free role model at your office and to your employees. Keep your work area clutter free. Small changes applied consistently over time amount to big results.

Business Organizing Declutter Office Organizing Productivity Top 5 Series
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Top 5 Series – Excuses Professional Organizers Hear

Posted by Carolyn on
 February 4, 2009
  ·  No Comments

Over on Wellrich for Business, I periodically post on the Top 5 Series. While they generally address the small business or home office organizing issues, I felt this particular post would be of interest to my residential readership as well. Do these excuses sound familiar? Maybe some help from a professional organizer would be a good idea!

  1. “I don’t have time to worry about tidy piles of paper“. You don’t, however, mind asking everyone else to wait while to try and find whatever it is you are all looking for?
  2. “I don’t need to be more organized; I can find anything I want in my office“. Except that it takes you three hours to find a single piece of paper or file folder and meanwhile, everyone else is held up.
  3. “I’m not disorganized, I just like to keep things in case I might need them, someday“. Meanwhile you pay for a storage unit that you haven’t accessed for months or years (would that money help pay off the mortgage?) You have rooms you can’t use due to the clutter and boxes covered in dust i.e. they haven’t been touched in years.
  4. “I am actually very organized. I know exactly where everything is“. Have you noticed you are chronically late for appointments, submitting school forms, paying your bills (and therefore wasting money on late fees) and rushing for completion of tasks at the last minute. You think you’re organized? Have you asked your family or friends recently?
  5. “I have my own style of organization. No one else would understand it“. You might be correct – no one else can find anything in your home either. Some professional organizers are specifically trained to understand your particulary style of organizing, and help you to make it work for your life.

Are you children learning their organizing habits from you? Is this a good thing? Would you like them to live with the harried existence that you live?

Think about it.

Organizing Challenges Top 5 Series
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Top 5 Series – Excuses Professional Organizers Hear for Disorganization

Posted by Carolyn on
 February 4, 2009
  ·  No Comments

This probably isn’t you, but perhaps someone you know, is chronically disorganized, forever holding everyone else up and causing deadlines to slip, and shrugs off the suggestion for help form a professional organizer or complaints from colleagues with:

  1. “I don’t have time to worry about tidy piles of paper“. You don’t, however, mind asking everyone else to wait while to try and find the quarterly report or have to reprint it because it is truly lost in your mess.
  2. “I don’t need to be more organized; I can find anything I want in my office“. Except that it takes you three hours to find a single piece of paper or file folder and meanwhile, everyone else is held up in their work.
  3. “I’m not disorganized, I just like to keep things in case I might need them, someday“. Meanwhile you keep insisting you need twice as much filing space as everyone else, your office is a stack of boxes covered in dust i.e. haven’t been touched in 5 years.
  4. “I am actually very organized. I know exactly where everything is“. Have you noticed you are chronically late for meetings, late on work submission, rushing for completion of tasks at the last minute. You think you’re organized? Have you asked your colleagues recently?
  5. “I have my own style of organization. No one else would understand it“. You might be correct – if you didn’t show up for work tomorrow no one else would be able to find any of your relevant work. Your office and your contributions to the company would be dismissed as meaningless.

When we work for someone else, the work they pay us to do generally belongs to that company: files, paper, reports etc. You have an obligation to ensure that if you don’t show up to work tomorrow, for whatever reason, someone else can step into your shoes can pick up the baton. When was the last time you asked your colleagues how they feel about waiting for you to finish reports – chronically late

Think about it.

Organizing Challenges Top 5 Series
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Top 5 Series – Indicators of a Packrat

Posted by Carolyn on
 January 20, 2009
  ·  No Comments

Managing the behaviour and characteristics of a packrat may be something you assume that professional organizers focus on mostly with residential clients. The reality is that packrat behaviour is seen equally often at the office. The following behaviours and characteristics, modified from a list developed by Judith Kolberg and Kathleen Nadeau in ADD-Friendly ways to Organize your Life, may be familiar to you because of your own life or perhaps the life of someone around you:

  • You hang on to things that you, or anyone else, hardly ever uses;
  • You eagerly collect items regardless of whether you need them;
  • You refuse to part with items because you think you will use them someday (but can’t remember the last time you used it);
  • You consider yourself a packrat;
  • Your workspace (or home) is so cluttered it is hardly functional;
  • You have difficulty making decisions about objects.

Sound familiar? The following strategies may help you get started on a healthier path.

  • Try the “two for one” policy when bringing new things into your environment. If you bring a new book to your office, commit to removing two books already there that you can’t remember the last time you touched.
  • Ask someone you trust, a clutter companion, to commit to a day of clearing out your workspace. It will probably take more than one session but you will find even starting will be very rewarding.
  • Clear a sorting table so that you have a clear space at waist height in which to sort. You will find this easy on your back and the sorting will feel easier.
  • Choose items in your workspace of better quality and let the quantity of objects diminish. If you find 4 staplers, keep the best one.
  • Play the Friends, Acquaintances, Strangers game. Objects that feel like friends can stay. Acquaintances may or may not stay depending on their timeliness and utility related to your or your company’s strategic goals. The strangers leave your space.
Organizing Challenges Top 5 Series
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Top 5 Series – Indicators of Disorganization Revisited

Posted by Carolyn on
 December 11, 2008
  ·  No Comments

It has been over a year since I last published this post on Indicators of disorganization. At a time of the year when many people are looking forward to the next year and planning out goals and targets, this seemed like a good time to review why some people never meet their goals. Add to the season a little economic turmoil and organized, clear about your direction and on track to reach it, was never so important.

You think you run a great company. Maybe you do. You’ve studied the books, taken the courses, run the retreats. At the same time, you admit to yourself when no one else is looking that something isn’t quite right. You, and your company, may be suffering from a basic lack of organization. Here are the top five indicators I find when companies are swimming in corporate clutter and stuck in the land of corporate disorganization.

  1. Targets are not being met.This is the indicator that keeps you awake at night. As we scream through the third quarter you are already sweating. You didn’t meet first quarter or second and here you are behind the eight ball for third.
  2. Employees don’t understand the mission and/or strategic goals.You have the mission memorized. You’ve agonized over your strategic goals. Every word is perfect. You’ve done the retreat and handed out copies. Why is it then, that no one remembers? Why don’t your employees remember what the company is trying to accomplish this year?
  3. Employees are unhappy.You have a sense that there are just too many good bye lunch parties. Meanwhile you’re soaking up your training and development budget with new hire orientation rather than development of your existing and loyal employees. At the same time, you’ve hearing complaint after complaint from employees about this, that and the other thing. They never bring it up to the team meetings, (do you have them?) they just grumble.
  4. Offices, work spaces are cluttered.Starting with yours; Do you, or your staff, keep asking for another copy of ____________ because they can’t find it? Do you, or your employees spend too much time looking for things and not enough time acting on goals? Sure, you know exactly where that proposal is, right? If I said you had 10 seconds to find it, could you? What is under, behind or beside your desk? Your employees desks? Check it out.
  5. Someone, or ones, is (are) working longer hours than they should. i.e. outside of the normal ebb and flow of business and seasonal cycles, you have one employee, maybe its you, that is always there later than everyone else, comes in on weekends, and probably still is not meeting their performance objectives.

So now you are going to spend the day acutely aware of these indicators in your company. That’s ok. Remember, the first step to change is recognizing when there is a problem.

Organizing Strategies Top 5 Series
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Top 5 Series – Actions to Meet your Goals

Posted by Carolyn on
 December 8, 2008
  ·  1 Comment

Your picking up a theme here? That’s right; end of the year and its time to make sure this time next year you have completed your goals for 2009. Here are strategies to make your success more likely:

  1. Keep your eye on the end result. Whatever your goal is, make sure you can see it, taste it, feel it, hear it. Make sure you can articulate it, really, really well. The more real it becomes for you the more likely it is you will make it a reality.
  2. Break your goal into steps. Regardless of how long it will take to meet your goal, break it down into bite size steps along the way. This will give you more chances to recognize your success and celebrate.
  3. Write the goal(s) down. Write it or them as clearly and concisely as possible making sure they meet the SMART criteria of specific, measurable, attainable, realistic and time limited.
  4. Get your intention to level 10 on a scale of 1 – 10 (with 1 the lowest level). If your intention is not up at the 10 level, you may be inclined to give up or back away from your goal everytime you meet with adversity. What does it take to get to level 10? You decide. Often it includes getting support and help to keep you accountable to yourself e.g. a coach. It might be sharing your goal with a boss or friend who will help to keep you accountable.
  5. Celebrate your successes! Everytime you meet a milestone, celebrate. You are on your path to success.
Organizing Strategies Top 5 Series
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Top Five Series – Reasons for Procrastination

Posted by Carolyn on
 November 26, 2008
  ·  No Comments

And you thought you could duck under the radar screen! Sorry my friend, upon review of the posts this year I realized it has been a long time since I confronted the big, ugly enemy of procrastination.

Are you a procrastinator? (“Oh yeah” – I can hear you whisper under your breath.) You are wondering why and what you can do about it? The following list is an adaptation from the book Making Time Work for You, by the Time Guru himself, Harold L. Taylor.

  1. A procrastinator’s view of time is distorted. With 2 weeks before the due date, you think yo have lots of time to get that report finished. The reality is, no where in those two weeks do you have the 9 hours of time free to actually finish the report. The solution: as soon as you know the report is due – book in the time to complete it. Now book in extra time since we both know it will take twice as long as you think it will.
  2. A procrastinator is often a perfectionist. The perfectionist is often afraid to start something for fear it won’t be perfect. The solution: get started to that you have lots of time to make it good enough which is much closer to perfect than not done at all.
  3. A procrastinator often sees tasks as overwhelming. Solution: just do it. Start with any small piece of the project even if it is just five minutes. Break the rest of the project down into bite size pieces that you can manage.
  4. A procrastinator is often someone who thrives on the adrenaline of crisis and deadlines. If you work in the publishing industry you likely have a busy, rewarding life. For the rest of us, it is important to understand that always running late is inefficient, disorganized and often problematic for everyone else around you. Solution: learn to get your adrenaline kick by getting the project done early.
  5. A procrastinator is often just plain disorganized. Some individuals avoid starting projects because they are too disorganized to arrange the information and material they need to get it done. In the meantime, they are still scrambling to find the information and material for the previous project or report which is late. Solution: plan ahead. Plan your year, months, weeks and days by blocking time to accomplish your goals and projects.
Organizing Time
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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
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Top 5 Series – Actions that make a Difference

Posted by Carolyn on
 November 12, 2007
  ·  No Comments

I have been humbled. Left without internet access, I missed posting Friday as I had promised and apologize for the lack of continuity. Thanks to a(nother) broken water main in our community, we were left without water for 5 hours over the supper hour this evening. Those broken mains, and our short drought, serve to remind us just how indulgent we can be with water, how much we take it for granted and how hard it is to find drinking water in some parts of our world. To follow up from last week, here are five things to do to get your business more organized on your strategic objectives.

1. Make your Mission and Goals as clear as water itself. Once they are established, make sure every employee knows what they are and how their role contributes to accomplishing those goals. Consider taking a page from Brian Scudamore’s journal at 1 800 Got Junk where the company goals are written right on a wall in letters large enough to read across the room. Everyone in the office can see where the company focus is, and whether or not the goals have been reached. Everyday a team meeting is held to report on the indices related to those goals so that everyone is clear where they fit in and how their work contributes to the results.

2. Commit to focus and organization at an executive level. Whether it’s clearing your own clutter, improving your time management, setting up a central filing system or establishing a corporate declutter session, commit to the process and demonstrate the behaviour. In ten out of ten businesses I’m ask to assist to streamline and declutter, the only businesses that are successful are those with a senior management team that commits to the process.

3. Establish storage and retention policies and ensure that staff uses them. This is particularly important for staff who have been in a position for a lengthy time (years) and those that have recently taken over a role from another employee. Are their files up to date both electronic and paper? Have they reviewed their predecessor’s files and do they know what’s there? Do they regularly purge paper and e-files? Is their office littered with material unrelated to their role or the company’s business?

4. Review carefully any space requirement and insist on a clear out session before the request is approved and, more importantly, acted upon. If you have recently approved a space or storage request, do you know for sure that you are approving additional cost, as more space and storage will incur cost, for material that is consistent with your company’s goals and objectives? Or, have your employees given up on trying to pear down and instead spend their time managing the paper and unnecessary tasks rather than on behaviour to advance your strategic directions.

5. Manage the disorganized employee. If organization is an expectation of employees in order that they contribute to the strategic directions of the company than ensure they get that message. Set goals, set limits and follow up. A disorganized employee drains dollars from your business. Tardiness, unfinished work, redo’s, reprints all cost money. When that disorganization goes unchecked, you are sending a loud message out to the rest of your employees that clarity, focus and resource accountability are values that are not supported by you or your company. If you don’t care, why should they?

Office Organizing Organizing Strategies Top 5 Series
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Top 5 Series – Reasons that Companies are Disorganized

Posted by Carolyn on
 November 8, 2007
  ·  No Comments

Why does the disorganization occur? Remember, good leadership always includes accountability.

1. Disorganization by Senior Executives
These individuals are easy to spot. They frequently ask for documents a second time. “Send me another copy, it’s probably in my email backlog.” The last thing they need is another copy of anything. Their offices are often an array of piles and may not leave you a spot to sit down. They are often late for meetings. If these individuals chair a meeting, you may be late for your next one as they likely won’t finish on time. Meanwhile direction is unclear and accomplishment is minimal. On the other hand, action – without accomplishment – is plentiful, often at the expense of others because other people work harder to keep these folks organized.

2. Insufficient Action Regarding Strategic Objectives
Once the mission, vision, strategic goals and target are set, who does the follow up? Where is the accountability and how often is progress tracked. You may have used balance scorecards, dashboards, quality management strategies or a host of other tools and still found your company falling short of its goals. Look and see what structure, systems and processes were put into place to support the accomplishment of those goals. Are they visible? Does everyone know what they are and how the company will attain them?

3. Lack of Documentation Retention Policies
I am constantly surprised the number of times I enter an individual’s office and find they have paper they have never looked at, boxes they have never opened and don’t know what to do with material that they don’t want or need any longer. Do your employees know how often your expect them to purge their files, paper or digital, and what to do with the result?

4. Failure to Understand Space Requirements of Employees/Programs
Too often when programs or employees ask for more space, they are merely moving clutter they don’t need in the first place. Unfortunately, their bosses don’t understand enough about their position, role or program to understand that before anything is moved, an new filing cabinet is purchased or a new lease is signed, a good clear out is required.

5. Unwillingness/Inability to Manage/Address Individual Disorganization
Unfortunately for employee and manager alike, too many managers are ill prepared to assess and address disorganization in an employee. Their tardiness on projects, lateness for meetings, failure to respond to email and excessive piles of paper and overtime hours are disappointing at best and very expensive for a company to support. Tackling it requires diligent performance management and all too often, managers just don’t have the skill.

Tomorrow the Top 5 continues with Actions to Make a Difference.

Business Organizing Top 5 Series
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