Perhaps you want to de-clutter and get out from under the piles of stuff that have accumulated since June (or since you moved into a new home). Or Perhaps you need systems in place to boost productivity for your business for the next quarter. If so, feel free to get in touch with me regarding professional organizing services to get your new school year off to a great start.

Maybe you need help with another area of your life or business so you can get focused for the coming season? I’m happy to recommend some partners, colleagues and trusted services I’ve used that might also benefit you.

Here’s a quick list of resources that can help you:

• Melanie Fung Lifestyle Management Inc. Personal shopping, small business assistance, running errands, event planning and more.
• Fresh Start Recycling. Helping home owners, building managers, and construction rid themselves of unwanted items.
• Silver Bullet Shredding. Professional, reliable and cost-effective shredding services.
• Recycling Council of BC. Information about where to recycle.

Do you need help organizing your time? De-cluttering your space? Making sense of your paper and electronic files? Get help from a professional organizer today.

Have a great start to the new season!

This month, the Scrivener Magazine published my article from page 10, “Get Organized and Enjoy More Time” with tips to not only get organized, but also stay organized.

Some excerpts that you may find helpful:

Have A Game Plan For Better Time Management
Interruptions are a fact of life and work. It has been proven that every time we are interrupted, it takes us 15 to 20 minutes to get back into prime focus. That’s just one interruption. Imagine if the average employee in your organization loses 20 minutes a day of focus. The combined wages add up quickly, not to mention the lost productivity.

Focusing on what matters most at any given moment is the key to a successful priority action plan. Yes, there will be the unexpected interruptions and emergencies, but having a game plan and identifying your high-priority tasks will give you a better sense of control in your day…

Paper and Information Management
Divide your information into 3 categories.

1. Active Information. Action is required. Active information can be placed into a priority action plan, like a Tickler File or BF – Bring Forward File.
2. Reference materials have no action required but may be part of your “reference library.” Your reference materials may be moved away from your immediate work surface into a dedicated filing system for ease of access.
3. Archival resources may need to be kept, based on legislation requirements. If space is limited, archives may need to be moved out of office or even off-site…

Delegation and Out-tasking
Is this something to which you must attend or can you delegate this task to someone else? Even if you are ultimately responsible for this task, you may be able to delegate a portion of it.

Break down each step required for completion and determine which portions can be delegated. You can still manage the outcome, without having to “do” all the work…

Do you need help organizing your time? De-cluttering your space? Making sense of your paper and electronic files? Get help from a professional organizer today.

Have a great summer!

Bonus Organizing Tips

• Good Habits. The Key to Getting Organized
• Basic Feng Shui Facts and Tips
• Organizing Small Spaces

As most of my friends and colleagues already know, I’m getting married this year. Naturally, I’m organizing the big event. I’m also running my business full-time, running off to consultations and home-organizing gigs. And of course, I have to have a life…

How do I avoid burn-out? I prioritize.

Before diving head first into a long list of tasks, it is important that you are clear on your vision and goals. Determine what you want to achieve in your organization, business, work and personal life.

• Ask yourself the following questions:
• Do you know what your company vision is?
• What are the goals you need to accomplish to meet this vision?
• What are your short-term and long-term goals?
• How does your personal goals fit into your day?
• What is important and of value to you?

Be clear about what needs to be accomplished. Every action that you take should serve to support reaching this vision. See your goals. Schedule milestones. And once you’ve got that plan, don’t procrastinate.

After all, my “Three P’s” — planning, process and procedures, which help people stay organized and have a good life balance are also keys to long-term success.

Recently, some of my friends in the coaching field have written advice about forming good habits and letting go of things. My colleague, Dr. Brian Walsh, who collaborated with me on the Self-Hypnosis CD Ending Procrastination, provides this advice on improving behavior:

Over 97 per cent of our behaviors are unconscious. These behaviors are the result of imprinted patterns. Most of these were created when we were very young, perhaps under the age of seven. Another term for these patterns is habits, and yes, procrastination is a habit. It was learned, so it can be unlearned.

Most people believe that it takes 30 days to establish a new habit. Recent research has found that anyone can establish a new habit in as little as five days. Now, there’s a catch to this. Even if you have planted a new habit, the old one is still hanging around and is fighting for survival. Old habits die hard.

Here’s the key to success. Be aware that every time you fall back into the old habit, it will gain strength, and the new pattern will begin to weaken. The converse is true: Every time you practice the new pattern, it will gain dominance over the old one. Eventually it will dissolve, and that might take 30 days. You’ve heard that “Practice makes perfect.” Actually: “Practice makes permanent.”

On the topic of how to make your habits work for you, Life Coach Julia James has written a great article with a list of steps to follow:

1. First, pick a habit to establish.
2. What would be the smallest action you could take to get started? Commit to doing this one small thing on a regular basis, ideally on a schedule.
3. Set up a reminder to help you remember your commitment.
4. When you feel ready, gradually increase your commitment – but no more than you can consistently do.
5. Share your commitment with someone. Accountability really helps.
6. Identify the personal values you are honoring with your action.
7. Notice how good you feel when you follow a healthy habit; give yourself kudos for taking this positive step.
8. Stick with your new habit for at least 30 days. Before long, this behaviour will feel automatic and you won’t have to think about it anymore.

I’ve written before about how to face down the challenge of letting go of stuff that we don’t need. But what happens when your identity is tied to the things you own? My friend, Living in Vision Coach Lynne Brisdon discusses how to get past your hesitation:

When we have a strong attachment with our stuff our identity can feel threatened if we let go of it. This also has to do with being afraid of change and needing to control our surroundings in order to feel secure. The antidote is to shift to a sense of self identity that is truly about being who you are and not associated with having stuff.

This can also be related to the mistaken assumption that material objects: cars, a new PDA, or outfit, will fulfill us or have us feel complete. We feel good for a little while after acquiring the object of our desire, but we soon end up feeling empty again. We mistakenly equate having stuff with being loved instead of feeling whole and complete regardless of our belongings.

The father and sometime coach of four-time Canadian Women’s Hockey Team athlete Jennifer Botterill, Dr Cal Botterill (sports psychologist for Olympic athletes and the NHL) recently helped create a study called “12 Key Questions for Young Athletes”. I thought the conclusions in the study could apply equally to my organizing and productivity clients as to athletes who want to stay focused and on top of their game:

• Be clear about why you do what you do – know what your goals are. “Wanting to perform for others can be a powerful motivator and focus… Perform with a clear mind and an unburdened heart. Don’t let guilt (unintentional or not) develop from privileges you have been provided.”
• Make rivalries positive – don’t compare yourself to others “Wayne Gretzky became Canada’s leader in hockey because he loved playing the best. As a player, captain, and now manager and leader, Wayne loves positive rivalries… He knew playing the best brought out the best in him.”
• Get to know yourself better. “Olympic Diving Gold Medalist Sylvia Bernier believe good psychology can help you develop in all the other areas. Game plans can help you focus and execute strategies. Psychology can help you to get to know yourself better and develop a strong perspective.”

Stay balanced and focused and good things happen. Learn from the people who are going for the gold.

In an Olympic-frenzied city with some of the most expensive real estate in the world, I guess it was inevitable that people would start living in accommodations that combine your sink, toilet and shower into a single “washroom enclosure”. But the question on everyone’s lips is “how do you organize your stuff to actually live in such a small space?”

When the CBC interviewed me about this topic, I noted that in a perfect world where you have as much space as you could possibly need, you would just keep everything. But for most of us, organizing our living spaces means making choices. What do you really need? What do you actually use? And what do you just have around because of emotional attachment or memory?

For those of us who don’t live in spacious mansions, these are very practical questions. One way to face it is to ask yourself, what would I keep if I could only have 100 items? Would I keep my Wii? All the DVDs I’ve collected but never actually watch? How many sets of cutlery do I need? Which is more important: that set of coasters that I bring out for company twice a year, or my toothbrush (well, I hope you’d choose the toothbrush, but it’s your choice…)?

We’re moving into smaller spaces and as a result, self-serve storage is a booming industry. It’s not just people shifting gears in a tough economy; many retired residents are moving from 2000 or even 5000 square feet homes into rooms roughly equivalent to in space to these microlofts – and they’ve acquired decades worth of stuff.

But if you’re paying for a storage locker after you downsize, how much would that extra $200 or $300 per month buy you in rent or a mortgage? If you’ve filled up your garage so you have to pay for a parking pass for your car to park on the street, how much are you paying every month for stuff that you might never use?

When I’m working with my professional organizing clients, helping them through the downsizing process is often a cathartic kind of process. They realize what is really important to them. At the same time, they learn how to make smarter decisions about how they use their space. For instance, in smaller spaces, you learn how to turn your coffee tables and ottomans into dual-use pieces and find places for hidden storage.

It’s often a challenge at the beginning, but in the end, they realize better value and a better standard of living from their homes than they ever had before.

Heading into the new year may be just the time to look at order and disorder in the workplace.

Your desk is a mess. You can’t dig out your to-do list from the overflowing pile, never mind tick off any items on it. You have dozens of e-mails waiting to be read. And you keep getting distracted every time a co-worker stops to chat, your in-box signals another message has arrived or the phone rings.

Workers everywhere can identify with that. And it’s only getting worse.

Downsizing and layoffs have resulted in fewer workers but no reduction in the workload. Those who have kept their jobs are functioning in a state of semi-chaos, scrambling to bring order to their work lives. And far from helping us stay on top of things, technology has only made things worse, says Linda Chu, founder of Out of Chaos, a professional organizing firm in Vancouver. Business has moved to a 24/7 economy and workers are now always on. We try to multi-task and it’s not working, she says.

Disorganization in the workplace can range from merely annoying to nearly paralyzing, and it costs companies both time and money in lost productivity.

“Things pile up, people feel mentally defeated and exhausted, and the task of organizing seems impossible,” Ms. Chu says.

Heading into a new year may be just the time to look at order and disorder in the workplace.

You know you need help when
1 . You spend more than 15 minutes each day searching for misplaced items.

2. The pile of papers in your inbox is always more than eight inches high.

3. Your book shelves are used for storing items other than books.

4. You have more than 100 old e-mails stored in your computer’s inbox.

5. You are constantly asking people to resend their contact information to you.

Source: Professional Organizers in Canada website

Calculating the cost of chaos
Your messy desk or jammed e-mail box may not seem like a big deal, but it could be costing you, big time. Find out the real cost of chaos with Tennessee-based DME Consulting & Training’s “cost of disorganization” calculator (http://www.thegosystem.com/cod_start.asp)

Enter your company name, number of employees and average hourly wage to learn the amount of time lost each day to disorganization.

Three common saboteurs to workplace organization, and how to beat them
Clutter Control
PROBLEM: For many, the desktop has become a storage place. Next to the family photos, you might also find yesterday’s lunch leftovers and an Aspirin bottle, not to mention overflowing piles of paper. People are still more comfortable reading physical documents, so they print every e-mail, memo and report that comes their way. Without the time or a system to deal with the material, it, too, ends up in disarrayed piles.

SOLUTION: Make it a habit to always put things away. Toss the garbage and return useful items to drawers when you’re done. Create a system for dealing with paper by segmenting it into three categories: active files; archival materials, research or information on projects you might need; and reference materials, contact info, or items you may need for a future project. The only folder that should stay on your desk is the active file you need to get the job done today.

E-MAIL
PROBLEM: Besides the distraction of checking e-mail messages either immediately or shortly after they arrive, many people also neglect the delete button. These days it’s not uncommon to see 1,000 e-mails stored in an inbox, Ms. Chu says. “It’s a fear of out of sight, out of mind.” But the sheer volume of messages makes it overwhelming and mentally exhausting each time we go online.

SOLUTION: Check e-mail on a schedule and stick with it. For some, that could be three times a day, for others it could mean every couple of hours. “Then get rid of the crud,” Ms. Chu says. Use the functions available on your e-mail program to manage your mail. For example, set up folders and move mail you really need to keep into the appropriate location. Create a rule that sends subscriptions, such as newsletters or news alerts, directly to a folder. The key is to process as much mail as you can as it comes in.

PERSONAL PRODUCTIVITY
PROBLEM: With the constant barrage of interruptions by managers and co-workers, the obsession to check e-mail and voice mail and the Web, and an overwhelming list of tasks to complete made only more onerous by belt-tightening and staff reductions, we’ve lost our ability to focus, Ms. Chu says. As a result, workers often reel from one task to the next without making any real progress.

SOLUTION: Develop a priority action plan each day. A to-do list is a useful way to declutter the mind and determine which items are a high priority. That means when a phone call, an e-mail or a co-worker interrupts, you can decide if the interruption is important enough to trump what you’re currently doing or can wait until you finish the task at hand.

What is your biggest challenge when it comes to staying organized?
Staying in the here and now is a challenge. Also, focusing on one task at a time without being overwhelmed by major projects. You have to train the mind to prevent it from being distracted by worries about the future or regrets about the past.

How do you manage your schedule?
I start early. You have to execute the plan mapped out the night before. Deliver on commitments, but if you are unable to deliver on those commitments, inform everyone who will be affected by the situation and reschedule another delivery date. Break large projects into daily digestible pieces.

How do you define work-life balance?
It’s embracing work and play with equal enthusiasm, inspiration and energy.

Can you think of a time when being organized helped you seize an opportunity?
Meaningful and valued jobs, promotions and relationships have all resulted in some way from being prepared, paying attention and being interested.

Do you have a system for staying organized? If so, what is it?
I make lists and complete them every day. You need to structure a daily routine that includes some form of physical activity and mental meditation. This is a marathon: you have to be in top physical and mental shape to deliver good results.

Aside from that, you have to be candid and open in all your communications. Be clear and concise. Don’t waste people’s time. Be courteous. Be authentic.

Finally, take action. Don’t dither.

How do you manage and organize yourself on your computer or online?
(social networking, calendars, address books, email, etc).
I organize through calendars and e-mail.

Paper or digital organizer (daytime vs blackberry/iPhone) and why?
Paper. No batteries and no moving parts means no system failures.

That’s mostly true, but not the whole story.

Often we hold onto things based on the emotional value they provide, which they spark in our memories. Sometimes the object reminds us of an intention to do something. Other times, we just don’t want to get rid of something we spent money on, whether or not it is actually useful in our lives.

My clients are asked to determine the value of the item they are keeping. Value is measured in two forms: Functional Usefulness and Emotional Attachment.

To illustrate, I’ll tell you a story about myself.

My Dad owned a Chinese/Western food restaurant. It was a small neighborhood eatery, visited by the locals. Think back to times of Pink Ladies, Fuzzy Navels, Shirley Temples and Rob Roys.

He had quite the following. There were line-ups out the door every weekend. The community where he was located has a strong Scottish clientele. Imagine, a Chinese food restaurant hosting Robby Burns Day ceremonies, turning out authentic Haggis and entertaining the sell-out crowds with Highland Dancers and full Robby Burns Day ceremonies.

Dad was presented with his own kilt, brought back from a loyal patron on a visit back to Scotland. He wore it every year during the ceremonies. When my Dad passed away, we buried him with his kilt. I remember George, a regular restaurant patron, playing the bagpipes as we followed his casket at the graveyard.

One thing that I did keep of my Dad’s was this statue, made by another loyal patron — complete with glasses cut out of black construction paper and the black marker scribble for Dad’s mustache. The base of the statute reads “Hamish McChu”.

Just think of me as Linda Chu from the McChu clan…

Dad looks over me each night from atop of my wardrobe in the bedroom. What value does this item bring to me, you ask? Emotional or usefulness? You decide. Contact me and let me know what you think. Best regards.

Our first expert for this Q & A segment is sixty4media co-founder, Rebecca Bollwitt. Rebecca has been named one of the Top Ten Women in Vancouver Technology to Watch and one of Canada’s Top Ten Most Influential Individuals in Social Media.

What is your biggest challenge when it comes to staying organized?
Trying not to let things fall through the cracks such as unread emails, which are time sensitive.

How do you define work-life balance?
It’s hard when you work from home but I make it my goal to disconnect as much as possible on the weekends. This means not opening the laptop or logging onto my computer. Things have changed though since I got an iPhone.

Can you think of a time when being organized helped you seize an opportunity?
Usually it’s a matter of catching online conversations at the right time. If I notice something on Twitter and follow up right away, it can lead to a business connection, a contract, or a larger conversation.

How important are deadlines?
Deadlines help keep me organized, although I do have a tendency to leave things last-minute. The rush and crunch helps me focus.

How do you manage and organize yourself on your computer or online?
I would be nowhere without Gmail or Google Calendar. Gmail sorts my incoming email into folders (labels) right away so I can see exactly where the communications are coming from. I also manage all appointments, meetings and speaking engagements on Google Calendar. I have a calendar for business, personal, and one that I share with my husband for family events.

Do you use paper or a digital organizer (Daytimer vs Blackberry/iPhone) and why?
My iPhone helps me run a business from my home or anywhere else. We’re also a Mac-only home office so we had to go Apple with our communications. Favourite apps include the Google App (of course, see my previous response) as well as Tweetie for Twitter. Since I cannot be blogging all the time, posting images and updates on Twitter helps keep the content flowing.