In part 1 I introduced the beginning concepts from File Don’t Pile: A proven filing system for personal and professional use.  This time we are going to talk about how to make your stacks gorgeous!

Did you get your supplies?  (Here is the list again just in case: some place to store your completed files, file folders of the plain variety, labels or markers, and plain old paper.)

First, pick a stack, any stack!  (Or container, if you went that route in order to clear your desk to do client work.)  Put all the other stacks away for now and concentrate on just this one.  Returning to the office supply store example, in the electronics isle there would be printers, computers, cameras, monitors, etc.  So, go through your chosen stack and make smaller stacks, placing similar items together.

Second, decide the specifics!  Maybe one of the new stacks in front of you is not really a manageable amount.  Like at the office supply store there isn’t just computers.  There are multiple varieties of laptops, desktops and monitors in many different sizes.  The trick is to find the right level of detail for you!

Third, make your first master folder!  You also make a list for this stack.  Back at the office supply store “paper” would be on the tab of this master folder.  If you are tidy you’ll want to type up your labels and print them with a bar across the top in the color of choice.  If not, use a marker to stripe the tab across the top.  Next, make a one page list of numbers, 001 through whatever will fit on the first page, and staple it inside the master folder.

Fourth, create coordinating support folders!  Next to the numbers in the master folder, starting with 001, list all the different kinds of “Electronics” you have in your sub-stacks (laptop, desktop, monitor, etc.).  Working from the numbered sheet, create a folder for everything you’ve listed.  In other words, each kind of electronic will have its own support folder with coordinating color, number and title of what it contains.

Can you see how gloreous this is going to be?  In my next post I’ll bring the office supply store example into your office.

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Sundi

This series is based on a book I read many years ago about filing.  Not an over stimulating topic for sure, but one which all of us can appreciate on some level.  (Live there or visit often enough to survive, which ever works for you!)

The book is File Don’t Pile: A proven filing system for personal and professional use and the author knew enough to keep it to a pamphlet-sized read – you can do it in one night if you push yourself a little.

The book contains the easiest system I’ve ever used and it is very streamlined for people who don’t like to file!  The best part about the system is that you NEVER have to alphabetize a thing.  I’m going to share with you the basics…enough to get you started but not enough to bore you.  As for any fantastic end result we have to do some prep work so let’s get to it…

First, get ready to organize!  You have to make some space. Empty containers are a good idea too.  Containers make your organizing efforts portable (read as “get it off your desk so you can see your computer!”).  Prepare yourself to thin down!  Chances are good you want to thin things out as you go along…at least it would be really nice if you did!

[Hint] How to decide what to thin down: if you can get it again from the original source, aren’t sure why you kept it to begin with, or the information is out of date, trash it. F or safety’s sake, go with your gut.  If it feels funny to throwing it away then keep it.  (See “misc” below.)

Second, establish categories!  Decide on preliminary categories to use.  For example, isles of an office supply store: paper, writing instruments, filing supplies, binding supplies, calendars, office equipment, electronics, etc.  Be sure to think big picture!

Third, mark the space!  If you are using containers then label them now with the categories you’ve established so far.  If not, then decide where you will stack what.  Have trash bags handy and, if it makes you feel better, ONE container or stack labeled “misc.”  This is for the items that you think you need to keep but you don’t know why.  Keep some empty containers handy so in part two you can use them on the fly.

Fourth, grab a pile of stuff!  Get started sorting into your destinations.

[Hint]  I know this part sucks!  If you stop you’ll have a project stuck in two, maybe three, different stages and that makes it worse!  If you need moral support then send me an email and tell me how bad it sucks so I can tell you I know and you’ll love yourself for it when you are done.  Or get some support through the comments.  The key is to work on it the best way for YOU…if you are a weekend project kind of person then dive in but if your not, pace yourself with a pile a night or work on it only 15 minutes a day.

For Part 2 you are going to need some things.  Run to the office supply store and pick up the following: a place to store your completed files, file folders of the plain variety (vs. colors), labels or markers and plain old paper.

Next time we’ll cover how to make those organized piles of stuff absolutely gorgeous.  In filing terms, of course.

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Sundi

Remember back in high school when they taught the general guidelines of letter writing?  There were rules about how many returns went between the sections, about the margins, about the greeting and the closing – Lord, they even told you where to put the date!  Was that on the right or left?

After all these years some things don’t change.  We have moved into a new mode of communication and there are plenty of general rules to go along with it.  Since I’m past high school, even college, I can’t really say how well the rules are communicated.  I can say though that it doesn’t make them any less important.

7 Ideas to Improve Email Communications

1. No more than one scroll.  Please.  Seriously.  This means the recipient reads the screen to the bottom and rolls the mouse wheel ONCE.  If the end of the email isn’t in site you just lost a bunch of readers.  Hey, I like to talk!  I have some trouble following this rule.  I’m also one of the people who won’t be patient enough for your point.  Double-edged sword, I know.
2. Bullet points are your friend.  That saying…white space sells…isn’t necessarily about making money.
3. Add punch to the subject line.  Are you more likely to open an email titled “Monday meeting agenda items” or “Topics”?
4. State you are on a wireless device, if that is the case.  Concise answers can be interpretted as rude.  Wireless devices and concise answers like to hang together.  If you have a wireless device and send emails from it frequently, what you gain for answering quickly you loose for being perceived as rude.
5. Check beyond the red squiggle.  Auto check doesn’t catch everything.  Spelling errors are distracting.  Do you want your message to be lost because your reader only sees your errors?  Or even worse, you actually loose your reader!
6. Try an open-ended mix.  Closing your email with open-ended questions – ones that require more than a Yes or No – will typically generate a response from your reader.  Give it a try!  Two way communication is far better than one way.
7. Unfortunately, you aren’t the one-and-only!  Even if you are married to the recipient of your email I promise you the love of your life gets emails from other people.  Shocking, I know.  Since this is the case be considerate of other people’s in-box.

 If my memory serves me correctly there were WAAAAY more than 7 rules to letter writting when I was in high school.  What would you like to add to my list of ideas?

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Sundi

I have this business idea which has been needling me for months now.  Every time it comes to mind I want to yell “Hot Diggity!”  I even went so far as to check the domain name.  No, it isn’t Hot Diggity.

Still, the idea just sits there.

If your first question isn’t “Why?” then I want to know what else you are thinking about!

My business idea has to do with proofreading.  I haven’t really developed it yet and so it sits.  I have too many unanswered questions about how it would actually work, if it would be profitable and if anyone really wants it…the usual itty biz questions.  Those of you who are habitual domain purchasers probably get this!  I just don’t happen to be the owner of a few fist-fulls of domain names.  So, my business idea sits there…all alone…in the quiet corners of my mind – until I feel the urge to shout, “Hot Diggity!”

Ramble no more

Sorry, I’m an extrovert and can’t help it sometimes.  I’ll try to focus now.

In light of my secret business idea I thought I’d write a post about proofreading your stuff.  More specifically YOU proof reading YOUR stuff.  Websites and newsletters with frequent errors drive me CRAZY!  Call it my personal bull dozer - it just pushes me over the edge.  For anyone who has received an email from me pointing out errors of your ways, I’m (not) really sorry.

That being said here you go…

4 Steps to proofreading your own stuff:

Read your work out load.  Pay attention to the flow of your words, or lack there of!  Is your meaning clear?  Is it concise?  Is the sequence logical?

Reread to check for spelling and grammar.  Also check punctuation and duplicate words.

 Scan your work for proper names.  Everything you don’t use in everyday language should be verified…names, geographic locations, technical lingo.  Because sometimes comma location and extra zeros make all the difference, recheck your numbers.

One last time.  Make your corrections, take a break and then reread it one last time.  (Um, yes, that said take a break.  As in doing something else for a little while.  Preferably not something which involves detailed work!)

I just realized how great this is!  Now, instead of an email to unsuspecting small business owners I can just send a link to my blog post!  Hot Diggity!

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Sundi

Have you ever moved?  Most of us have, even if from one side of town to the other!

We’ve moved a lot in almost 15 years and we’ve had to switch ISPs almost every time.  I only wish I had this handy tool one of those many times!

OK, I admit it isn’t F R E E but once you arrive at needing to use this service you SIMPLY. DON’T. CARE.  Besides, it is at least reasonable.

TrueSwitch helps you move from one ISP to another as seemlessly as I wish I could help you do it.  Hey, that is saying a lot coming from a Virtual Assistant – especially one who prides herself on being an efficient lifesaver on many levels!

It works in just four easy steps:

1. Copies data.
2. Broadcasts your new email address.
3. Forwards your incoming mail at your old account to your new account.
4. Eventually cancels your old account.

What more could you ask for?  Ok, sorry, it would be nice to have TrueSwitch reply to all those incoming emails while you move; however, that simply isn’t part of the service!  For that you should call me!  It falls under the “Closed Office” Coverage on the Services page.

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Sundi

No!  Not THAT kind of four letter word!  Get back on track, would you?

Mine is F R E E.  I like it, I like it a lot!  I can’t imagine someone not liking the word!

Here, I’ll show you some examples:

If you feel disorganized try Basecamp and whip your projects into shape!  If you get excited about Basecamp then just wait until you see all the other offerings from 37 Signals.  You might have just come back from that page and said, “Sundi! That didn’t say anything about F R E E!”  Of course not silly!  Would you use the word free if you can get someone to pay for your product?

Hidden F R E E is way better then obviously F R E E!  Go back and click on that See Plans and Pricing button.  Under the options they make really big and pretty there is a line in almost plain text that says, “We also offer a free plan.”

If Basecamp wasn’t enough to get you organized then try the Zoho suite of stuff.  I use their webmail and it rocks!

Zoho might not meet your needs so try Open Office.  For all those start-ups out there, what more could you ask for than something that functions as easily as software from those big MS people who want your first-born?

I like trifectas but I thought I’d throw in one more for good measure.  This one is totally awesome for reasons I won’t go into.  Hey!  I can’t tell all my secrets.  You’ll just have to check it out.

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Sundi

A few months ago there seemed to be a rash of bad online experiences for several people close to me.  PayPal account lockdowns, blog highjacks, stolen identities and the creepy feeling that makes you look over your shoulder…ok, maybe not that last one but once something is stolen from you it only makes sense you spend a short amount of time after that looking over your shoulder, even digitally.

At the time I didn’t know the details of each person’s horrible online experience but I developed a new determination to make sure if something like that happened to me it wasn’t because I was weak in any way!  To me that weakness was my password.  Note I said password – with no S.  As in only one.  I had one password and I used it all the time.  To take it one step farther my entire family used the same password!

Now, I have to give myself a little credit.  It was a great password.  It really made no sense if you looked at it and you didn’t know me.  If you knew a little about me it made sense.  Scarey, huh?

Well not anymore!  I started doing some research about passwords and got some really good ideas.  By combining a couple of sources I think my passwords are awesome now!  Note I said passwords with an S!  Every site I have a password for is different now!

If that thought makes you cringe then maybe you need a new system too!  Just 3 simple steps:

Step 1:  Pick a word.  This word should have NO meaning to you.  I like patterns.  If you are that way too then google for “right handed words” or “left handed words.”  Without much digging you should find something of average length that suites your fancy.

Step 2:  Pick a number.  Any number will do but I suggest sticking to 1 or 2 digits.  Got four dogs?  Use 4.  Dig three wheelers?  Use 3.  Stick your number some where in your word from Step 1.

Step 3:  Pick any number of letters from the website homepage url.  Use the first two letters, the last four letters, etc.  Decide where you want to stick these new letters – front, middle, back, etc.

Hint:  The word and where you split it in Step 1 never changes.  The number and positioning from Step 2 never changes.  The letters you choose in Step 3 will always be different because you are at a different website; however, the position the letters are in will always be the same.

Examples:  I’ll use the word “seaweed.”  I’m going to split the word between the two Es.  The number I like is 1.  I’ll use the www.MyOfficeZilla.com url and I pick the 2nd, 3rd and 4th letters of the url.  My password would be “seamyowe3ed.”  If I was building a password for a google account it would be “seaoogwe3ed.”  If I was building a password for a twitter account it would be “seawitwe3ed.”

Note:  There are some websites that limit your password to six or so characters.  I think this is crazy!  Regardless, many of them will let you type away even though more characters aren’t being entered.  I use an 11 character password and a banking website I use limits me to eight.  I still use the same password system and type what I want but it only recognizes the first eight characters.

It will take you a while to switch all your passwords over.  I kept a handwritten list of websites I had switched with me for a couple of weeks.  When I came across a website I couldn’t remember the password for I’d check the list and made adjustments.  In the long run your password security is worth the time!

If you follow a system share it with us!

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Sundi

I couldn’t pass up a play on words for one of my favorite holidays!

Surely it doesn’t matter if you are a business coach or a virtual assistant for business coaches anything that makes you more efficent is a no brainer!  To me that means I try to move my hand off my keyboard to use my mouse as little as possible - especially if I’m working quickly.  It also means I like to be able to access a bunch of my stuff in one place and for it to be simple to use.

When I came across this little list the other day I couldn’t help but jump up and down!  If you use Google Reader to follow a bunch of blogs then you’ll like this list of keyboard shortcuts too!  Keyboard shortcuts always take me a while to remember.  To make it easier I print them off and keep a copy by my keyboard for a couple of weeks.  (By the way, is Nibbles on your list!  If not, use the next tip to quickly subscribe to the RSS feed.)

I switched readers recently because for some reason my tool of choice was dislaying some of the blogs without text wrap so I was moving the scroll bar left to right – a lot.  When I switched to Google Reader it took me a while to get used to it and find all the bells and whistles I was used to having.  I’m still getting adjusted but was most happy to find the bell I missed the most…the subscribe function for my bookmarks.  If you don’t have it for Google Reader here is how to find it.

On the bottom of the left side column in Google Reader you’ll see a link that says Manage Subscription.  After clicking there you’ll be taken to a page to do just that but it also has tabs across the top for other things.  Click on the Goodies tab and scroll down to the Subscribe as you surf header.  When you follow those instructions you’ll end up with a bookmark that allows you subscribe to blogs on the fly.  Slick, huh?

I hope you have a wonderful Valentine’s Day and give somebody a kiss would ya…just to celebrate I mean!

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Sundi