Ellen's Blog, Professional Organizing for Kingwood & Houston

Small Business Technology and Organization

As a business owner, we all want to find simple technology improvements that can make life and work easier. We see the value in using technology to its fullest. We seek out new technology options. Not long ago, wireless technology was a thing of the future and now two-thirds of small businesses use it unfailingly. Just a few small tweaks to our small business technology helps us in a big way.

Do you take advantage of the cloud?

A major trend is the use of the cloud. Did you know that 92% of all small businesses have adopted one cloud based solution? Options like Google drive, Dropbox and Box are used to store and retrieve files. The ability to store, sync and retrieve files across many platforms is a simple, smart way to efficiently run a business.

Are you using a scanner?

Take this to the next level using a scanner. Think about using a cloud based solution combination like Neat Connect to scan and store documents. You are on the way to a paperless office. There are fewer hassles finding and filing important documents. There is less manual entry and more automation. You feel less stress about shuffling documents between co-workers.

Do you market with social media?

Social media sites like hootsuite and klout make it easy to reach your audience. You can post to Facebook and twitter by scheduling your posts. Klout recommends articles of interest to your audience. Take your social media marketing to the next step using these tools.

What apps apply for your small biz?

Using programs and apps that are available on smart phone, tablet and computer make powerful use of technology . Apps like Evernote and Notes help us increase efficiency with task management. Using social media across platforms helps us leverage our marketing. Apps can help with simple small tasks too. Expense reports and taking payments can be easily managed with Expensify and Square. Neat combines the power of your desktop, your tablet, and your smartphone creating a system that helps with accounting, contacts and documents. We all have favorite apps. Add your’s below.

Finding the right combination of apps for your small business makes small business work more manageable. Seek out new technology with an eye for automation. Keep open to find solutions to challenges you are facing through finding solutions within technology improvements.

Ideas for your small biz on Pinterest.

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5 Tried and True Techniques for Productivity

March 5, 2015/6 Comments/in Productivity/by Ellen

When we have tried and true tools and techniques, we trust these won’t fail us. When it’s crunch time it’s easier to be more productive. There are so many different tools, tips and remixes for each of us to use. I have learned to trust these 5 techniques for making sure I am efficient and effective, especially when it’s down to the wire.

I always trust my planner

My first instinct as an organizer is to run to my planner and write stuff down. In just seconds I won’t remember an appointment, a task for a client, or to return a call. Writing stuff down means I don’t have to remember it and I can trust my planner with all dates and details.

I rely on percolation time.

I have learned that working on projects when they are broken down into smaller units works for me. I think and work hard for an hour, then I leave the project for a few days. In the days between, I have new thoughts and additional energy. The time between the work periods is what I call percolation time. It’s the time things “percolate” to the top. I can continue and complete the project feeling I have done my best.

I do my best work early in the day.

You’re either a morning person or an evening person. For me my best work is done earliest in the day. Thoughts flow easily and content comes together. I take a walk-run early and then head immediately into work time. Do you know when is your best work time?

I start each day with a list and knowing my 3 Most Important Tasks (MITs)

Without my Maps app, I won’t be heading anywhere in my car. Without my 3 MITs, I am not heading in the right direction either. My Most Important Tasks usually revolve around calendar (Note: it was first on this list) and client responsiveness. Know your goals and set these up for success by prioritizing the day’s tasks.

I love and trust routine and use it wisely.

If you looked in my planner, you could easily see my daily routine. Client appointments are scheduled in 3 hour units, parallel times each day. I especially love my bedtime routine. I am a person of great routines and consistency. Each of us has some routine already existing. It’s in adding in what will benefit you, rather than rein you in, that routines do us the most good.

What are your tried and true tricks for productivity?

More ideas on Powerful Productivity.

More tricks and techniques each month!

15 Favorite Organizing Products

February 19, 2015/7 Comments/in Organizing products/by Ellen

There are so many organizing products available everywhere. It can be confusing and overwhelming. It’s about size, proportion, color, clear and so many more choices. In addition you probably have a lot of organizing products at your home that you can reuse like baskets, bins or even shoe boxes. I put together this list of favorite organizing products to share some basic products that I love and that make a difference for you!

shoe grid

This shoe organizing grid works wonders under your short hang items. You can put this at the back door to create a faux mud room. It’s great for kids shoes in their closets too.

slim line hangers

Not a luxury anymore, these slim line hangers are a necessity to organize your closet. Your clothes all hang at the same height. It makes your closet look like Neiman Marcus!

three drawer cart or drawers

Some times a little extra drawer space or a cart can add storage in an area. Three drawer carts give you space to categorize too. This cart can be used in the kitchen to store kids’ art supplies. It can be used in your kids’ toy area to store dollies, dolly dresses and dolly accessories. It can be used in your kid’s closet for undies, jammies and leggings.

command hooks

Need an extra hook for a backpack or purse? Want to add a hooks on a bathroom door? Here are command hooks to the organizing rescue!

plastic portable shelving

Portable plastic shelving helps you take advantage of vertical space. You can use this in an attic, basement, garage or under the stairs closet. It can be 3 to 5 shelves tall. You can use several side by side. It takes organizing to new heights.

IKEA Expedit or Kallax

Inexpensive cube storage from IKEA makes it easy to organize. Using this product, you have ample storage that can be used creatively and functionally. It can be used in an office, kid’s room, toy room, or any space that needs additional storage. Check out the many different uses here on my pinterest page.

shelf helper

We never have enough kitchen storage. It’s great to add this shelf helper to store dishes in your cabinets where it’s not adjustable.

plastic shoe box

This versatile product can be used over and over in your home. It can store floppy spice packets in the pantry, toys in the play room, school supplies in the office and more. Be sure to label the top and 2 sides to maintain your organization.

label maker

Our lives are better with a label maker! You can use these throughout your home and office to be sure everyone, including you, knows where things belong.

file cart

It’s easiest to file when you have your files nearby. Add great file organization with a cart.

office media storage

We have fewer and fewer cds or disks to store, however offfice media storage makes an attractive. You can use this for music, photos or operations disks.

paper command center

A desk top sorter is the best paper command center. These attractive organizing products make it easy to drop in papers and retrieve when you need them, keeping your desk clear and functional.

paper organizing tote

Taking your work on the road? This paper organizing tote (from Office Candy) makes it easy to stay organized on the go.

Evernote

This elephant makes your life more productive. Evernote is an online tool to keep lists, tag websites, and more. It’s an app for all your devices.

Notes

Simple to use, this Note on your smart phone gives you a post it note wherever your phone is!

Planner Pad

Planner pad is a designed to consolidate your lists and your planner. This planner helps you keep your life organized with slots for your lists, slots for your daily list and slots for your appointments. It’s unusual features make it a favorite for those with ADHD.

That’s a wrap up of my favorites! Here’s more!

What are your favorite organizing products?

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Organizing a “Texas Basement”

February 15, 2015/4 Comments/in Home Organizing/by Ellen

It’s quite funny but in southeast Texas we have no underground basements. The same applies to southeast Louisiana. Due to the water table in Houston, our “Texas basement” is storage above the garage. (In other parts of the country this is called the attic!) It can be accessed by a pull down ladder or through a door. No matter where your basement is located, Texas or not, some of the same organizing strategies apply! Organizing a Texas basement is the same as other basements.

Partner up, partner.

It’s always best to work in a partnership with a big space. Your Texas basement can be overwhelming otherwise. Choose a partner that helps you make good decisions about your stuff. Your partner could be the owner of some of the stuff or just help you reflect on whether it can be donated. Have a conversation ahead of time about priorities and what help you need to make decisions. It’s also great to have another set of hands to help move your boxes and bins together. It helps offset accidental injury. Set a date on the calendar that can’t be changed, no matter what. Get your partner and get going partner!

Use vertical space wisely.

There’s always lots of wall space in our Texas basements. Use this vertical space well by adding storage with shelves.

5 tier shelving

Using these inexpensive, 4 or 5 shelf units in your basement or attic gives you loads of additional storage. You can stack bins on them, store luggage on them, or even place large holiday decorations on them. Line up 3 or 4 shelving units for maximum storage. Since these are light weight and portable these are a great asset for your space.

Use plastic bins to contain your goods.

Here in Texas we have a lot of big insects! We like to protect our goods by keeping them stored in plastic bins, rather than cardboard boxes. Cardboard attracts bugs and we want to be sure our items are secured away from bug stuff.

These 66 quart bins with a latch make it easy to carry your stuff up those stairs to your Texas basement. It’s not too big or heavy. It’s best to label two sides and the top of your bin to know what you are storing.

Choose wisely what you store

Because we have limited storage, we need to make good decisions about what to store. In Texas the heat is definitely a factor in what to store in our Texas basements. With temperatures in the 90s during the summer, you want to store only items that can withstand that heat.

Typical storage includes:

Holiday decorations make of wood, metal, or fabric
Archived tax preparation papers

Typical storage should not include:

Photos
Technology

Our Texas basements make it especially hard to store furniture. But that can be a blessing in disguise. Your furniture can be donated to a local furniture bank or homeless shelter where families are setting up their new homes. It helps us make good decisions on what to keep and helps us bless others with our donations.

Whether it’s your basement or attic, be sure to check regularly for “unwanted guests”. Pests can get into your space and ruin what you are storing.

Remember that this storage, like all other spaces in your home, needs a regular review of what’s being stored here. Date your boxes and bins so that you can check in a year or two whether you need the items. Treat your storage space like all other valuable space in your home.

What do you store in your attic or basement?

Celebrating 15 year of Organizing

February 10, 2015/6 Comments/in Organizing Quotes and Inspiration, Organizing Skills/by Ellen

It’s hard to believe that Professional-Organizer.com is celebrating 15 years of making a difference with individuals, families, students, professionals and stay at home people. In 2000 when Professional-Organizer.com started:

Hoarders and Clean Sweep were not on TV
Professional organizers and productivity consultants were just beginning to be recognized as resources to help you at home and work.
Clutter was not recognized as one of the top 3 resolutions for making change in our lives each year.

What I love about my work is the mutual trust, respect and joy of my work with my clients. My clients are brilliant people who organizing has eluded their lives. I have learned so much from my clients over the last 15 years. Here’s what we have shared over the years.

Our work together has many emotions.

There’s tears and laughter and anxiety and hope. There are many emotions in our work. Working together it’s more than the stuff. It’s how we feel as we approach organizing and where we are in our lives too.

What’s most powerful about our work is the positivity that comes from it. When we work together, clients feel empowered and positive about organizing and productivity. It starts with feeling successful and trickles over to all parts of their lives.

There’s always a hug at the end!

There’s lots to talk about.

More than anything, there’s lots to communicate about when organizing. Every item has a story behind it. Our stuff is linked to experiences, people, and feelings. Our stories help us let go of or value our stuff. We do a lot of talking and processing about our stuff to let it go.

Many of my clients are verbal processors. As they talk through a situation, it becomes clearer to them. In their heads there was a lot of clutter too. Verbalizing and talking helps them focus and find clarity.

Talking through a decision helps my clients. When they are paralyzed by indecision, we work together to bring about clarity.

We work best with a partner.

Organizing can be isolating, scary and sad. Working with a partner brings energy and positivity to the work. A second set of eyes, hands and feet make the work load much easier. When we are sitting together going through paper, having another person there to help with decisions makes it easier.

Having a partner makes every situation less stressful and less of a work load. When I arrive, we are committed to our work that day. It lifts the burden for my clients. It brings energy to our work to have add a partner.

Different situations cause disorder.

Many of my clients were highly organized and then “life happened.” There are many complicated situations that brought about disorder. Taking time to catch up can restore confidence and peace of mind.

We have high expectations of ourselves. It’s hard to stay organized during a health crisis, a family crisis, or a combination. We often think we can do more in the time we have or with the energy left after a crisis. I often hear from my clients that they were organized and then they lost a parent they cared for in their home. I also learn that they are managing the paper work and possessions of several family members. With my being a part of the team, they are able to restore order to their lives. They feel capable and competent going forward.

Everyone has a different organizing style.

Many of my clients have never been organized. It was never their strength. It was never how they thought. I love helping them create their own style of organization by our work together. There is no one “right” way to be organized. There are many levels of organization, from minimalist to Martha. What works for you is what’s most valuable.

I am planning on another 15 years of organizing and productivity consulting. It’s remarkable to work as a team and I am excited to be a witness to the transformations I see every day. You can see them too by checking out Hugs and Happy Organizing, true stories and pictures of my work with clients. I always sign off with hugs and happy organizing too!

Small Business Computer Clean Up

February 10, 2015/1 Comment/in Technology and Organizing/by Ellen

Our small businesses require 24/7 computer access. There’s nothing more troubling than computer challenges. Check out these tips in collaboration with Lisa Margetis. She is sharing about keeping your computer cleaned up and ready at all times.

What’s the best way to get started “cleaning up your computer” for a small business?

The best way to start getting business files organized is to create and implement a style of folder organization that is easy-to-follow for both you and your employees. If you can create an accompanying training guide as well, this will be very helpful in keeping all of your organization’s files consistent across the company. It’s also important to enable network sharing settings for employees who may need to access files that don’t live on their hard drive. However, an alternative option would be to use a collaborative document system that lives in the cloud (such as Google Drive) so that all employees can access any documents at any time from anywhere. Google Drive is great because it also allows you to share documents with individuals both inside and outside of your organization at your discretion.

What steps do you take to organize information on your computer?

Personally, I use an organization system that organizes by project I am working on. For example, when creating this calendar, I have my files organized with the prefix CCC (for Clean Computer Calendar) followed by a bar symbol (|) and then whatever the document is about. Some example file names are: ‘CCC | Calendar Draft’, ‘CCC | Calendar Copy FINAL’, ‘CCC | Finished JPG’, etc. This way, all items from a given project are grouped together which makes it easier to find items in the long run. I often create a folder for a given project once it is complete so that my ‘Documents’ folder only contains items that I am currently working on. Likely in a few months’ time I will create a folder labeled “Clean Computer Calendar” and put all of my items labeled with ‘CCC’ into it. My folder system words so that it would be located in Documents>Projects>Clean Computer Calendar. I try to use a system that any coworker could understand if they were looking for something on my computer.

What’s one thing that all small business owners should do to maintain security on their computer?

The best way to maintain security is to do two things.
• Make sure to always be updating your system, as well as any antivirus or firewall software you have installed. Although it can be tedious and annoying when an alert pops up that your computer needs updating, it is extremely important to take the time to install these updates, as they are often being released to help combat some sort of security feature that will help protect your system.
• Make sure to use unique passwords and update them regularly. Personally, I try to rotate my passwords every two months. Again, this probably seems tedious and annoying, but it helps safeguard your system. It’s important to note that these passwords shouldn’t just change incrementally (ex: ilovemydog1, ilovemydog2, ilovemydog3, etc.) and instead are completely different each time they are changed (ex: ilovemydog1, catsrule23, mynameislisa14, etc). If you can avoid using dictionary words, that’s even better, as the more difficult you make your password, the less likely it is that a robot could crack the code.

What suggestions do you have for backing up computers for small business?

It is so important in today’s technology age to be backing up all the time and in different locations. For small businesses, I would definitely recommend backing up to a dedicated cloud server for your business, and doing so in a location that isn’t close to where you are headquartered. This is called co-location, which is the practice of backing up your data in multiple locations. This way, if a disaster happens (fire, flood, etc.) at your headquarters, your data is safely housed somewhere else. It also helps with business downtime, so that if your hosting company is affected you can still access files and your site can still run off of its backup servers located elsewhere.

Use this month calendar to get the job done.

Great tips from Lisa!

15 Home Organizing Tasks that Take 15 Minutes

February 5, 2015/1 Comment/in Home Organizing, Organizing Skills/by Ellen

It’s completely paralyzing at times to think how long it will take to organize your home. It seems like every step you take and every room you enter has hours of organizing to do to get it together. But as we know from Lifehacker, there are betters way to get this job done! It can be just flitting from space to space with 15 minutes time slots to organize your home. I am obsessed with organizing in 15 minutes. These 15 home organizing tasks are an easy way to get organized.

1. Go through one pile of paper on your kitchen counter

For 15 minutes you can tackle a lot of paper. Grab a stack on your counter and let it go. Not sure what to keep, check here.

2. File 5 papers and take 5 papers out of files

Remember that awesome filing system you created in 2001? Get in there and renovate it with 5 files at a time.

3. Recycle magazines over 6 months old

Cull through and pull out last season’s magazines and be ready to enjoy the more recent ones. Recycle these when you go by to get your oil changed, visiting the doctor’s office or other places where people wait.

4. Sort through old cell phones and chargers and place in the recycle bin.

Gather up old technology and delete all your contacts. Recycle or resell your phones. Donate your old chargers because there are others who want extras.

5. Take the hard drive out of your old computer and disable it.

There may be more than one computer you need to recycle at your home or office. Your computer can be recycled or donated once the hard drive is out. Take out a screwdriver to get this done and free up a lot of office space.

6. Toss expired items on one shelf of your pantry

Take a look at the expiration dates and make a decision. There are lots of considerations for out of date food. Take out what you consider expired and toss.

7. Rearrange your kitchen utensil drawer to consolidate knives, spoons and spatulas

Have you recently purchased new cooking utensils? It’s time to divest what you replaced and send it along to donate.

8. Go through your car to toss trash and bring in items to distribute.

Our cars need a little organizing too. If there’s a trash build up, grab a bag and get it to the garbage. If it’s items that need to get back inside your home, bring a basket to gather them together to carry them inside.

9. Spend 15 minutes with your child decluttering toys

In 15 minutes your child will begin learning about decision making and prioritizing. It’s a great first step to teach organizing. Focus on letting go of 3 toys, making it easy for your child.

10. Pull out what’s too small and reorganize your child’s closet

It makes every morning easier having just what fits in your kid’s closet or dresser.

11. Sort through your single sock bag, match up what you can, then donate the rest.

This task is only worthy of 15 minutes. Reuse these socks in the cleaning area, as dog toy, or potpourri holder.

12. Eliminate towels that are worn for regular use.

You purchased new towels but the old ones are in there making the linen area look shabby.

13. Cull down to 2 sets of sheets per bed in your linen closet.

An uncrowded linen closet makes a lovely sight.

14. Go through your old home décor and donate what won’t be used.

Well used curtains? Not matching colors? Loved that back when? It’s time to bless others to bless their homes with this decor.

15. Spend 15 minutes for 5 days eliminating what you doesn’t make you look or feel fabulous in your closet. First shoes, then tops, bottoms, dresses and finally accessories.

It’s true! If you would not buy that today, it doesn’t belong in your closet. Taking your closet organizing in baby steps helps you make the most of your wardrobe. You will love this space and you will know everything you have after you organized.

Organizing Tax Receipts and Papers

February 3, 2015/1 Comment/in Paper management, Small Business Organizing/by Ellen

It’s that time of year when tax papers flood in. It’s the last task we want to do! But it’s much easier if we are organized. Tax papers arrive throughout January, February and March depending on IRS requirements. Many expenses occur all year that are tax expenses and deductions. If you have struggled with organizing your tax receipts and keeping up with tax documents, here are two options for you.

Paper Organizing

Many people have a designated location that holds their tax documents. It can be an actual drawer, a file in their cabinet, or a box once the year is over. Throughout the year, various tax documents arrive and are stashed in this spot. It’s a habit cultivated over the years. It serves you well as you always know where your papers are. Once the files are accumulated, organize them into categories and total them, possibly with an excel spreadsheet so that you know general total.

Digital organizing

It’s the 21st century and scanning your tax papers is the way to go. Not only can you scan tax documents in all year, you can track and categorize them. You can share these files with your accountant by sharing access to Dropbox where your tax files can be located. Tax information is easily accessible when you need it. There are lots of choices for scanning, including your ipad, multi-function printer, Neat Desk or Fujitsu SnapScan. Keeping your papers digitally means you will never lose them.

Tax time can be less stressful knowing where all the documents you need are. Get started organizing tax receipts today to make this year much easier.

Your Most Organized Year Ever

January 31, 2015/0 Comments/in Most Organized Year Ever/by Ellen

Each year as we start the new year, we think of ways to make a change and improve our lives. Did you know that organizing is one of the top three goals each year? Throughout the month of January, I will be offering 31 tips to help you have Your Most Organized Year Ever. Implement just one of these tips, tools, techniques or tweaks this year.

My own personal mantra has always been “Keep it simple sweetie.” No matter the situation or the conversation, my life resolves around keeping it simple.

What happens when it’s not simple? Stress! It’s that simple.

How do you keep it simple?

Ruthlessly look for ways to cut down on clutter.
Break away from complicated commitments that drag you down and have no meaning.
Keep decision making to three choices.
Simplify by letting go of MORE than you think you can.
Set limits on how much comes into your office or home.
Look for ways to streamline your life.
Streamline all processes at home and work.
Set aside time for organizing, prioritizing, processing and planning.

This is the last post of our 31 day series. Let me know what has been most valuable.

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