NOVEMBER 16, 2009
ISSN 1947-105X | Vol. 3, No. 46

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OFFICE ORGANIZATION ISSUE

In This Issue:

• A Note from Danielle
• Grateful Moment
• POLL: What Browser Do You Use?
• FEATURE ARTICLE: Create More Desk Space with These Organizing Tips
• Marketplace
• Find a Virtual Assistant
• About the VACOC

A Note from Danielle...

I'm one of those disgustingly organized people. I can't help it. I was just born that way. I can't stand clutter and can't work in it. People see my office and wonder if I do any work at all. It's not that it doesn't ever get messy when I'm in the midst of work, but I have a system—a discipline, if you will—and I always take time to regroup. It's one of the things that makes me uncommonly effective. But you don't have to be born with the knack for keeping organized. Picking up some useful habits will have you living a more productive, clutter-free life in no time.

Yours in goodness and success :)

Danielle Keister
Founder & Virtual Assistant Expert
Virtual Assistance Chamber of Commerce

This week I'm grateful for...

Kathy Watkins of Turnkey Virtual Assistance for always giving great thought to the questions and input she contributes.

We Love Hearing From You!

“I found your guidance really useful and also inspiring--not only the practical aspects but new perspectives on solopreneurship (taking control of your own business, and so forth).”

— Gerry Fifer.

How did YOU like this issue or a past teleseminar? Was it insightful, helpful or informative? Have topic ideas you'd like to see covered in the future? Let us know!

- POLL -

- FEATURE ARTICLE -

Create More Desk Space with These Organizing Tips

Piles aren't necessarily a bad thing. As long as you are managing them (and not the other way around), they can actually be quite useful. But if you find that they are impeding your progress instead of supporting it... if you are constantly working around your piles instead of with them, it's time to gain the upper hand.

First Things First

• Understand why you pile. Is your workspace really working for you? Do you need a larger area or more storage? A bigger or more efficient desk? Is it a case of needing more consistent, effective habits? Is there something going on in the business that is causing you to drag your feet? Identifying some of the root needs will tell you what your next steps should be.
  

Create More Workspace

• Utilize closet storage to keep clutter you don't need or use every day (such as office supplies) out of eyesight.
  
  
• Install shelving to get books and other resources off of your desk.
  
  
• Use binders to group and store certain hardcopy information that can then be shelved.
  
  
• Use stack trays. Assign each slot a particular category of information (e.g., by client or project). Instead of taking up several spots across your desk, you are making more use of vertical air space.
  
  
• Get some wall slots. These are perfect as to-do bins, "In" boxes, or storing active client files. I happen to use magnetic ones that I place on each side of my lateral file drawer. Makes great use of of space that would otherwise go unused.
  
  
• Add more drawers. If your desk doesn't have built in drawers, buy a roll-away file drawer. Drawer space is particularly handy for tickler systems and keeping supplies and info you need regularly at your fingertips, but out of the way.
  
  
• Write on the wall. Well, not literally. But whiteboards and chalkboards (I use a glass whiteboard mysefl) are great for instantly capturing those ideas and to-dos that flitter across your mind. Once completed, you simply wipe them off. A sure-fire cure for post-it clutter.

Instill More Productive Habits

• Put things away. Everything should have a place of its own. When you are done with something, put it back, if not right then, at least by the end of the day. Make this a habit.
  
  
• Observe the rule of "3." When you start to create that fourth pile, you know it's time to stop, regroup and clear out the clutter. Piles should be a productivity tool, not a default.
  
  
• Reserve piles for active projects. These piles might be comprised of any amount of paperwork, notebooks, reference books, etc., and sorted by project. Piles you aren't actively engaged with need to be dealt with and dispersed.
  
  
• Don't let Shiny Object Syndrome get the best of you. By all means, indulge those creative, entrepreneurial ideas. Store them in a hardcopy or online notebook. But better to finish existing projects first than to start new ones that will only add to your piles, overwhelm and inertia. Completion creates a positive forward momentum in and of itself.
  
  
• Use a tickler system. This is a set of hanging file folders numbered 1-31 (one for each day of a month). A ton of desktop paper clutter can be reduced and better managed with this system. Each morning, check that day's folder. Keep out the work you can do that day. Move forward to the next day any work you can't. Store notes and papers with dates and deadlines in the corresponding numbered folders. When that date rolls around, you have everything right there in the folder ready to go.

RESOURCE: Aesthetics are very important to me in my surroundings. I love See Jane Work because they get that business and organization can be both functional and stylish. They always have a large and ever-new selection of binders and desk sets in fashionable colors and designs.

About the Author: Danielle Keister is an author, business advisor and innovator in the Virtual Assistant profession. Through her organization, the Virtual Assistance Chamber of Commerce, she is passionate about helping Virtual Assistants grow stronger, more financially successful practices that lead them to greater personal happiness, freedom and client satisfaction. An administrative professional of 20+ years and veteran Virtual Assistant of 12+ years, her no-nonsense approach to business development has gained her recognition as one of the leaders in the field.

© Copyright 2009, The Portable Business™. All U.S. and International rights reserved. You may print this article for personal use or republish it online only if it is left unaltered and used in its entirety, including bylines, links, copyright notice, resource and author information. Contact the author for any other permission.

- VACOC NEWS -

Take the 2009 Annual Virtual Assistant Industry Survey

UPDATE 11/16/09: 665 participants so far—only 335 to go! We're shooting for 1,000 so if you are a VA, be sure and take the survey and keep those promotions going. They really, really help. And if you are a client, please forward this email to your Virtual Assistant. :)

Each year, the VACOC conducts an industry-wide survey with the purpose of taking a representative, group snap-shot of those who are in the business of providing ongoing administrative support. Virtual Assistants who participate get the survey results report absolutely free! Our goal this year is 1,000 participants. Judging from past years' surveys, the report will be about 75-100 pages chockful of useful, fascinating, eye-opening data. So don't delay—the sooner we hit the mark, the sooner YOU get your copy!

Take the survey >>

- VACOC NEWS -

New Service for Clients: Quickie Gigs™

The VACOC has a new service for clients we call Quickie Gigs™. Here's the idea:

The core business of a Virtual Assistant is providing one-on-one, ongoing administrative support to clients they work with in long-term, continuous relationship. We always encourage clients to go that route because it's where you are going to reap the most rewards in terms of value, continuity and cost-effectiveness. However, if you have not yet found your right Virtual Assistant or you are between Virtual Assistants, but still have occasional tasks and projects you'd like completed, we can help you out!

Quickie Gigs™ is for simple, straightforward administrative tasks and projects that can be completed and turned-around in a day or so (24 to 48 hours) with no fuss, no muss. All you do is fill out our online form with the project specs and once the preliminary account set-up is completed, we'll get to work right away. Simple as that! For more information, be sure and check out our Quickie Gigs™ page.

Let's Connect

Marketplace

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Find a Virtual Assistant Today

You don't have to live in overwhelm! Find yourself a great Virtual Assistant today, and go from struggling by yourself to enjoying more time, freedom and success.

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ABOUT THE VACOC: Founded by industry veteran Danielle Keister in 2006, the Virtual Assistance Chamber of Commerce™ is the Virtual Assistant professional association specifically for solopreneurs. Our passion is helping Virtual Assistants run smarter, more successful businesses that bring them more money and greater personal happiness, freedom and client satisfaction.

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