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Organizing Paper and Information: 7 Mistakes that Sabotage Your Productivity

Organizing Paper and Information: 7 Mistakes that Sabotage Your Productivity

As Professional Organizers helping people organize their home offices and workspaces, here are the 7 biggest information-organizing mistakes we see in our work with clients– are you making these mistakes too?

Paper

    1. Not knowing the difference between “Action” & “Reference”

    This concept is very important for beginning to get through your piles. You need to separate out paper and information that requires action from information that simply needs to be kept for possible future needs.

    2. Not having a standard contact management system

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    Do you have a combination of scraps of paper, rubber-banded stacks of business cards, your e-mail address book, and a paper address book? Decide on one system and put everything in one place.

    3. Equipment and supplies making it difficult to file

    Many people have poor quality filing cabinets that create barriers to effective and timely filing of your paperwork. We often see drawers that stick or don’t work correctly, making you just not want to open the drawer at all. Purchasing quality filing supplies is also important. We often see cheap hanging folders coming apart, causing the metal piece to fall out (and your papers too).


    4. Not dealing with paper and information on a regular basis

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    What is your tolerance for doing dishes? Do you let your sink pile up until it feels overwhelming? Probably not… most people do their dishes daily. We teach people that their inbox or mail basket is just like their kitchen sink! The mail is just going to keep coming, and letting it stack up is just going to make it feel worse.

    5. Not having a secure home for your passwords

    It’s important to keep your passwords secure and change them often, but if you don’t have a system for tracking them, it’s very easy to forget the information. There are many password-keeper software programs on the market that are secure, encrypted, and require only one master password to unlock all of your other information. Our favorites are SplashID (for PDA users), Password Agent, and Password Depot.

    Remember, it’s crucial for someone else to know this information if you were to get hit by the proverbial bus. Tell someone you trust how to find your information.

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    6. Keeping too much for too long

    Probably the most frequently-asked question we hear is about how long to keep papers. In general, tax supporting documents like bank statements can be shredded after seven years, according to most experts. But it’s advisable to save the tax return itself indefinitely, and investment and real estate documents may need to be kept forever as well. You need to check with your attorney or accountant to be completely certain about your unique situation.

    7. Not backing up your computer

    We are always shocked at how many people do not back up their data. The question is not if your hard drive will fail, it’s when! Are you prepared? A good backup system should be:

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    • Secure– reliable and safe from hackers and prying eyes
    • Automated– so you won’t procrastinate or forget
    • Remote– in case of fire or disaster

    We usually recommend www.backuphelp.com or www.ibackup.com. These reasonably-priced services have saved the neck of more than one of our clients!

    Lorie Marrero is a Professional Organizer and creator of The Clutter Diet, an innovative, affordable online program for home organization. Lorie’s site helps members lose “Clutter-Pounds” from their home by providing online access to her team of organizers. Lorie writes something useful, funny, interesting, and/or insanely practical every few days or so in the Clutter Diet Blog. She lives in Austin, TX, where her company has provided hands-on organizing services to clients since 2000.

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    1 How to Become an Early Riser and Stay Energetic 2 50 Ways to Increase Productivity and Achieve More in Less Time 3 20 Time Management Tips to Super Boost Your Productivity 4 How to Cultivate Continuous Learning to Stay Competitive 5 Simple Productivity: 10 Ways to Do More by Focusing on the Essentials

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    Last Updated on November 19, 2019

    How to Become an Early Riser and Stay Energetic

    How to Become an Early Riser and Stay Energetic

    When you become an early riser, you’ll experience a lot of benefits including feeling more energized and having more time to do what you want.

    If you’d like to become an early riser, there are some things you should know before you run off to set your oft-ignored alarm clock.

    So how to become an early riser?

    Here are five tips I’ve discovered to be most helpful in making the transition from erratic sleeper to early morning wizard:

    1. Choose to Get up Before You Go to Sleep

    You’re not very good at making decisions when you’ve just woken up. You were in the middle of a dream in which [insert celebrity crush of choice here] is serving you breakfast in bed only to be rudely awakened by the harsh tones of your alarm clock. You’re frustrated, angry, confused, and surprised. This is not the time to be making decisions about whether or not you should stay in bed! And yet, most of us leave the first decision of our day to be made in a blur of partial wakefulness.

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    No more!

    If you want to be a consistently early riser, try making your decision to rise at a specific time before you go to sleep the night before. This frees you from making the decision in the morning when you’ve just woken up. Instead of making a decision, you have only to follow through on your decision from the night before.

    Easier said than done? Of course. But only for the first few times. Eventually, your need for raw willpower to get out of bed will diminish and you’ll be the proud parent of a new habit!

    Steve Pavlina suggests you practice getting out of bed during the day[1] to get a few of the “practice sessions” out of the way without the early morning fog in your head.

    2. Have a Plan for Your Extra Time

    Let’s say you’ve actually made it out of bed 2 hours before you normally would. Now what? What are you going to do with all this time you’ve discovered in your day?

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    If you don’t have something planned to do with your extra time, you risk falling for the temptation of a “morning nap” that wipes out all the work you put into getting up.

    What to do? Before you go to bed, make a quick note of what you’d like to get done during your extra hours the following day. Do you have a book to write, paper to read, or garage to clean? Make a plan for your early hours and you’ll do more than protect yourself from backsliding into bed.

    You’ll get things done and those results will fuel your desire to build rising early into a habit!

    3. Make Rising Early a Social Activity

    Your internet or social media buddies just don’t have enough pull to make your new habit stick in the long term. The same cannot be said for the people you spend time with as part of your early morning routine.

    Sure, you could choose to read blogs for two hours every morning. But wouldn’t it be great to join an early breakfast club, running group, or play chess in the park at 5am?

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    The more people you get involved in making your new habit a daily part of your life, the easier it’ll be to succeed.

    4. Don’t Use an Alarm That Makes You Angry

    If we’re all wired differently, why do we all insist on torturing ourselves with the same sort of alarm each morning?

    I spent years trying to wake up before my alarm went off so I wouldn’t have to hear it. I got pretty good, too. Then I started using a cellphone as my alarm clock and quickly realized that different ring tones irritated me less but worked just as well to wake me up. I now use the ring tone alarm as a back up for my bedside lamp plugged in to a timer.

    When the bright light doesn’t work, the cellphone picks up the slack and I wake up on time. The lesson learned? Experiment a bit and see what works best for you. Light, sound, smells, temperature, or even some contraption that dumps water on you might be more pleasant than your old alarm clock. Give something new a try!

    5. Get Your Blood Flowing Right After Waking

    If you don’t have a neighbor, you can pick fights with at 5am, you’ll have to settle with a more mundane exercise. It doesn’t take much to get your blood flowing and chase the sleep from your head.

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    Just pick something you don’t mind doing and go through the motions until your heart rate is up. Jumping rope, push-ups, crunches, or a few minutes of yoga are typically enough to do the trick. (Just don’t do anything your doctor hasn’t approved.)

    If you live in a beautiful part of the world like me, you might want to use a bit of your early morning to go for a walk and enjoy the beauty of the world around you.

    If you have a coffee shop open within walking distance, dragging yourself out of bed for a cup of coffee to savor on your walk home as the world wakes around you is a wonderful experience. Try it!

    More to Power Up Your Day

    Featured photo credit: Nomadic Julien via unsplash.com

    Reference

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