Organize Your Mind BEFORE You Organize Your Office
In order to organize your office and/or your business, you need to start with the basics. What are you trying to accomplish? Do you simply want to find things when you look for them? Do you want to be able to figure out a way to organize your time? Do you need to revamp your organizational or business systems, or come up with new systems altogether?
Proceeding with a large and time-consuming project before you really think it through will waste your valuable time and can lead to half-finished projects, added stress, and negative feelings. A new project should have a beginning, a middle, and an end. The end result must be something that leaves you feeling satisfied, happy, and ready to move onto your next challenge.
STEP ONE: Your first step is determining your ultimate goal(s). Take a few moments to think about this, (a couple of deep cleansing breaths always help), grab a piece of paper, and write down a brief sentence or two for each of your goals. Don't get bogged down with things like "organize my files", "tackle the shredding", or "write 10 chapters before March".
Don't list what you need to do, list what you need!
Think in the broadest terms possible: "My office must be an organized, relaxing, and stress-free work environment.", or "My business requires a workable, smooth-flowing procedures manual to reflect my mission statement." Getting bogged down right off the bat in the minutia of each task you have to do can leave your head spinning. It won't put you in a positive frame of mind, and in fact, it can lead to self-sabotage. Don't worry if you can't think of every goal you need to accomplish. Start with the ones that pop into your head. Keep your goal list somewhere you can see it everyday, refer to it when necessary, and add to it as you think of additional objectives you'd like to meet.
STEP TWO: Take your best guess at how much time a day/week/month (pick one) you spend
a. thinking about everything you need to do
b. worrying about everything you need to do
c. looking for things you misplaced or lost
d. putting yourself down for not accomplishing more.
Right off the bat, you have found that there is time to achieve your ultimate goal or goals. This step is really just to get you thinking about how wasted time can be turned into positive and productive time. After all, there are more important things in life than sorting through papers, deleting old emails, and searching for a pen that works. We just waste time on the wrong things, whether it's doing actual tasks without having a plan, having negative thoughts, or just never getting around to those many little projects that add up to one giant headache.
STEP THREE: Find a quiet, and I mean quiet place. Make sure you cannot be disturbed for these few minutes. No cell phones, no kids, spouse, pets or employees should be able to distract you. Reread your ultimate goal (if more than one, do each one individually). Close your eyes. Lots of deep, slow breaths in through your nose and out through your mouth will help you relax. Try to put yourself in the zone. This does work. Then, once you feel calm and your brain is cleared, try to visualize yourself having achieved that goal. For example, if your goal is an organized, relaxing, and stress-free work environment, see yourself walking into a room where relaxing music is playing softly, your desk is tidy and inviting, and you see objects that are meaningful to you....whether they be pictures of your family, awards or trophies you have won or objects you collected during your travels. If your goal is to have a policies and procedures manual, try to visualize yourself during the workday referring to that manual and finding all the information you need, keeping you organized and rolling smoothly through your day.
STEP FOUR: Once you can "see" yourself enjoying the fruits of your labor, you need to "see" what is stopping you from having that visualization become reality. While trying to achieve Step 3, you may have already had some insight into these things. If so, you are already ahead of the game. Using the same breathing techniques with your eyes closed, watch yourself functioning as you currently do. Using the example of the work environment, walk into your office as it is now. What is the first thing that makes you uncomfortable or stressed? Look around the room and try to note the things that bother you the most. Using the example of the manual, watch yourself try to move along through the day without having your vital information handy.
STEP FIVE: Now that you've seen where you are and where you want to be, it's time to make a plan of action. If you still feel daunted by the prospect of a huge project...don't be. Every goal can be broken down into small manageable tasks that each will give you a sense of satisfaction, aside from the knowledge that you will be one step closer to that dream scenario.
Make sure you have done all of these steps. It's important do declutter the mind of old habits that don't work and negative thoughts and fears. The best thing you can do for yourself to achieve your goal is to be in the right frame of mind. Whatever your needs, I hope you will take heart and know it can be done. Once you have that positive frame of mind and you can SEE yourself already having accomplished your goal or goals, you won't feel inundated or overwhelmed by the tasks ahead.
In my upcoming posts, I'll be addressing ways to break down large goals into small efficient tasks. If you have any specific goals you would like me to assist you with, feel free to leave a comment, or contact me at info@cmofficesupport.com. I'll write entries for your goal(s), giving you concrete tips and strategies to help you make your dream scenario your reality.
About the Author:
Claire Zimmerman is a Virtual Assistant, and the owner/operator of CM Office Support. Claire's mission is to help individuals, small businesses, entrepreneurs, professionals, and solopreneurs not only meet but surpass their goals. How does she do this? CM Office Support accomplishes tasks and projects her clients would normally spend their precious time doing, but don't need to, affording them more time to concentrate on the bigger picture. Claire also offers proactive, viable, and cost-effective solutions for streamlining work flow, organizing, and planning.
Posted by Claire Zimmerman at 12/29/2009 8:34 PM 
Categories: Home Office Organization,Business Solutions
Tags: business systems cm office support office organization organizing a project organizational tips hire a new england virtual assistant how to organize virtual assistant solopreneurs claire zimmerman outsourcing Small Business Tips professionals small business hire a virtual assistant in rhode island home office organization business solutions Home Office Tips virtual assistants hiring a virtual assistant hire a virtual assistant in new england
Categories: Home Office Organization,Business Solutions
Tags: business systems cm office support office organization organizing a project organizational tips hire a new england virtual assistant how to organize virtual assistant solopreneurs claire zimmerman outsourcing Small Business Tips professionals small business hire a virtual assistant in rhode island home office organization business solutions Home Office Tips virtual assistants hiring a virtual assistant hire a virtual assistant in new england
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