How Secure Are Your Documents After Going Paperless?

As I catch up after a great BLOGMANIA event for the past 2 days, I found this great article about what to consider as you transition to going paperless. I started doing this more than a year ago when I went to all on-line bill-paying, on-line bank statement and more. What a time saver not having to open, sort, pay and store bills manually. And I can easily print a list of all bills paid daily, weekly, monthly and annually (for taxes). And I have set up on-line alerts with my bank that sends me an e-mail to show deposits and items paid in my account daily! Automating personal finances just makes sense! So here’s the article to give you things to consider when going paperless. Enjoy!

So you’ve taken the plunge and gone paperless. Excellent decision!

Now that you have your documents in beautifully scanned and searchable PDF files, have you stopped to consider how safe and secure they are?

Having your documents backed up and protected is more important than ever once you go paperless, but the good news is there are easy things you can do to make your digital files even more safe and secure than the paper ones that once clogged up your filing cabinets.

Are Your Documents Backed Up?

It is said that there are two types of hard drives: those that have failed and those that will. I believe it.

The absolute first thing that you need to do, if you haven’t already, is set up an automated backup routine for your documents. This is critical!

Luckily for you, this is very easy to do. Both Mac OSX (Time Machine) and Windows 7 (Backup And Restore) come with scheduled backup software.

At the very least, go down to your local big box store or online retailer and pick up a 1 or 2 Terabyte external hard drive. Plug it in, configure the built-in software, and you are good to go. Your documents are backed up.

If you want to be even more secure, pick up something like a Drobo or other RAID-like device that will keep your files replicated on its’ multiple hard drives.

Are Your Documents Offsite?

Having your documents backed up in your home or office is a great first step, but what happens if you have a fire, flood, or theft?

It’s important to have your filed stored somewhere offsite as well.

This can be as simple as regularly burning a CD or DVD, using a file syncing service like Dropbox, or even better use an online backup service such as Mozy or Carbonite. That way even if something happens to your home or office, your documents are safe “in the cloud”.

Are Your Documents Encrypted?

If you have your laptop stolen, you have a problem. If you have your laptop stolen with all your personal information on it, you now have two problems.

One solution is to encrypt your documents on your hard drive. There are many ways and programs you can use to do this, but two free ways are to use TrueCrypt on Windows and to create an encrypted sparsebundle on Mac OSX.

Once your documents are encrypted, even if someone steals your laptop or hard drive, they’ll still need to know your secret passphrase to view your personal information.

In summary, going paperless is dangerous if you don’t take some steps to make your documents safe and secure. Fortunately, these steps are easy and, in many cases, free. Be safe out there!

Brooks Duncan runs DocumentSnap, a website devoted to how to go paperless. He helps people unclutter and de-stress by turning their piles of paper into an organized electronic system.Article Source: http://EzineArticles.com/?expert=Brooks_Duncan

Originally posted 2010-09-17 11:35:44. Republished by Blog Post Promoter

Angie’s List Article about Janet ~ Resolve to Rid Yourself of Clutter to Expand Use of Valuable Space

The following is an article written by Angie Hicks, founder of Angie’s List, where I was interviewed. The article appeared in the Indianapolis Star, Home and Garden section on 12/26/09. I’m reprinting the article on my blog for the great tips it offers.

Find reliable contractors and doctors when you join Angie’s List today –
Use promo code LOCAL to save 15%.

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By Angie Hicks (Founder of Angie’s List)

About this time each year, professional organizer Janet Nusbaum sees an uptick in business. “Folks start to set new goals for the year, and getting organized is always in the top 10,” said Nusbaum. Owner of Simplified Spaces in Carmel. “They have an influx of new stuff that comes in during the holiday. Often, when I get the call, they’re feeling very overwhelmed, and they’re reaching out for some solutions.

The new year represents a fresh start and a chance to purge the old, unnecessary items in your life to free up valuable space and reduce clutter. Organizing a home office, garage or basement can be a family project that you do yourself or one in which you hire a professional like Nusbaum.

“The first step is to define what the purpose is of that space,” Nusbaum said. “If you see conflicting stuff there that doesn’t meet the purpose of that space, it needs to leave, pose of that space, it needs to leave, so all you have in that space are things that meet your vision for what you want to do (there).”

Some other things to consider before beginning a reorganization project:

• Make a list of the tasks you want to accomplish and prioritize by putting the tasks most important to you at the top of the list.
• Start small and allot an hour or two dedicated to one area to avoid becoming overwhelmed.
• Buy to replace, not to add.
• If it doesn’t fit or it’s out of fashion, donate it. If you’re reorganizing your wardrobe closet, hang pants long ways, rather than fold, which takes up twice the space. Use stacking hangers that can hold multiple garments. Organize your closets by color or by type.
• Keep only what is necessary to accommodate your family’s needs. Keep in mind that round containers take up more space than square containers.
• Purchase several large plastic storage bins with lids. Organize items according to their use and label the bins accordingly.

Nusbaum also recommends storing items closest to their point of use. “If your coffee maker is on the kitchen counter, it’s more efficient to store everything relating to making that cup of coffee right together,” she said. It saves you steps.”

Carmel resident and a Simplified Spaces client, Julie Bowen, is a self-proclaimed “neat freak” who has hired Janet to organize her home, garage and basement. Organizers can also help organize bills and other paperwork that often gets lost in the shuffle.

Bowen keeps systems in place so she, her husband and two children know where to find things when they need to put up and where they are when they need to use them.

“Our home is easier to maintain because everything has a home, Bowen said.

Fritz Klooz, owner of Innovative Garages in Avon said his company can maximize garage space with overhead storage, cabinets and grid wall systems and pulley systems.  “The idea is to get everything up off the floor of the garage so you can power wash your garage or sweep your floor a lot easier, Klooz said.

You don’t have to throw away and create additional waste when you purge. An environmentally savvy organizer will look to recycle whenever possible. Also, donations to authorized charities can be used as a tax deduction.

Angie Hicks is an Indianapolis resident and founder of Angie’s List, a national provider of consumer ratings in more than 500 categories of service.

(Because they wrote this great article about my business, I’m returning the favor by passing on their 15% coupon code)

Find reliable contractors and doctors when you join Angie’s List today – Use promo code LOCAL to save 15%.

Originally posted 2010-05-07 12:26:54. Republished by Blog Post Promoter

Learning to Say No – Mom’s Secret Weapon

Are you suffering from mom burn out? Do you struggle just to make it through each day? Moms everywhere are breaking down because they are too chicken to say, “No”.

“No” may be a tiny, two-letter word, but it can be your secret weapon. And you can say it. Here are some ways you can say “no” without feeling guilty about it: “Sorry, I’m taking a break.” The number one reason why you should say “no” occasionally is simply that you deserve a break. You are chef, chauffeur, dish washer, and more. Your job never ends on any given day of the week. You deserve a break. If you feel bad for saying “no”, say, “Sorry, I’m taking a break”. My schedule is full. We tend to jam-pack our schedule full of activities, leaving no time to just rest. Here are some tips for freeing up some of your time in your schedule.

• Cut back on your kids activities
• Start a car pool and share driving responsibilities
• Do whatever you can to free up some time in your schedule. I don’t have time. You’re headed out the door, rushing to the next appointment when the telephone rings. What do you do? Do you come to a screeching halt and answer the phone? Let’s say you do, and it’s a family member, calling to dump their latest woes on you. Do you stand, tapping your foot impatiently while you roll your eyes and listen to the sob story? This is a typical scene for many moms. I have another commitment that day. Say it and mean it.
• Regularly schedule in time with your family or time alone and if someone ask for your help during that time look in your planner and tell them you have another commitment.
• Instead of rushing to be everything to everyone, stop. Ask yourself if you truly have time to add more commitments to your calendar? If not, say no by walking away, turning off the ringer on the phone, or not answering the knock at your door.
• Always remember that you are a mom – not a super hero.

When you have to say no, people will understand. If they don’t at first, they will when you consistently set these boundaries and stick to them.

Learning to say no will get easier the more you say it.

Originally posted 2010-01-31 13:41:18. Republished by Blog Post Promoter

The Benefits Of Family Meal Planning

Are you ready to save some time, feed your family healthier meals and save some money along the way? These are just some of the benefits of family meal planning. Let’s look at all of them in a little more detail.

Eat Healthier

Planning your family meals will cut down on your trips to your favorite fast food restaurant and the amount of pizza you have delivered to your door. Food you prepare at home tends to be much healthier than hamburgers with fries, fried chicken or pizza. When you plan your meals include some lean protein like chicken breast, as well as some salads and vegetables. Your entire family will benefit from the healthier meals.

Save Time

How much time are you spending now running to the grocery store a few times a week. I used to run to the store at least 3 times a week to buy something to fix for dinner. Planning your meals out for a week at a time and then putting together a grocery list with everything you need to cook those meals will cut your trips to the store down to one a week. This alone will save you a few hours each week. Plus you won’t be standing in front of your fridge and pantry every night trying to come up with something you can fix with what you have at hand.

Save Money

All that eating out and having food delivered can quickly add up. By preparing more meals at home you will save quite a few dollars each week. In addition, you will save on your monthly grocery bill, since you will be making a list of everything you need for the week and won’t end up buying extras that just go to waste. I used to throw out food almost every week before I started meal planning.

CLICK HERE For Half Off Through February 2nd, 2011!

Less Stress

You know the routine. It’s 6 pm, everyone in the family is starving and you have no idea what’s for dinner. Trying to come up with something to cook from what you have in the kitchen while your kids are tired, hungry and screaming isn’t one of the most fun family activities. You will be much more relaxed about dinner, when you know exactly what you are going to cook ahead of time and known you have everything you need in the house.

Quality Time Together

Meal Planning also encourages everyone to gather around the dinner table each day. Who could resist the delicious smells coming out of the kitchen? Dinnertime has always been a great time for families to gather and share news and experiences of the day. Parents and children can pay each other undivided attention. Cook some dinner, set the table and don’t forget to turn off the TV. Make dinner a daily family tradition again.

I encourage you to give family meal planning a try. I am sure you and your family will see the benefits within less than a week.

Christine Steendahl Is The Founder Of Dine Without Whine – A Family Friendly Weekly Menu Planner.  Eliminate Your Dinner Hour Stress And Re-Discover The Pleasure Of The Dinner Hour!

CLICK HERE For Half Off Through February 2nd, 2011!

Originally posted 2011-01-27 22:37:04. Republished by Blog Post Promoter

Identify Clutter With Three Easy Questions

What exactly is clutter? Can you easily identify the clutter in your home and life?

Clutter is anything unnecessary and extraneous. Clutter is much more than the physical clutter most of us think of. Getting organized means clearing out the clutter in your mind, heart, and life. As for the physical clutter, ask yourself the following three questions about each item in your home and life. If you can’t answer yes to at least one, it’s probably clutter!

1. Is it beautiful? A stunning piece of artwork enriches your life because it brings joy each time you see it. A gorgeous vase full of fresh flowers reduces stress and energizes your spirit.

2. Is it useful? Worded another way … does it serve a specific purpose in your life? For example, you use your 12-cup coffee maker every day. You couldn’t make it through the week without it.  In this case, the coffee maker serves a specific purpose in your life. However, let’s consider the tortilla maker stuffed in the back of your cabinet that you haven’t used for a year. Consider  this … you’ve done without this appliance for a year – so is it serving a specific purpose in your life? Is keeping this item worth the space it consumes?   (Don’t confuse this question with, “Will/Could it be useful someday?”).

3. Is it loved? The antique pocket watch from your grandfather is a precious reminder of him. Your favorite cashmere sweater makes you feel fabulous.

You’ll find that as you inventory your possessions, you may be able to answer “yes” to two or even three of the questions above. Those are the things that are most valuable to you. Remember, the goal of decluttering is not to get rid of everything. It’s simply to keep only things that you truly appreciate and actually use.

To stop clutter, prevent it from accumulating in the first place. Don’t give clutter a chance to form. As you’ve probably experienced, once clutter occupies a space, it has a way of multiplying and spreading like weeds.

Always remember to place your emphasis on quality (of life) over quantity. In other words, it’s not important to have a lot of things, many of which you never use. It’s more beneficial to have fewer things, all of which you use and/or enjoy.

Think before you buy. As a Professional Organizer, I believe over-buying is the crux of many of our clutter problems. Try to look beyond the initial “thrill of the purchase” and see what provides deeper moments of meaning. Before you buy, know the specific purpose and home for every item you purchase, and consider the time you’ll spend maintaining the item after you bring it home (and the space it consumes) – cleaning, storing, and maintaining. If you must buy, establish a “new item in, old item out” system where some purging takes place before shopping. This is a habit that we adhere to in our home consistently, especially in our closets.

Once you rid yourself of clutter (the unnecessary and unuseful) and make space only for what’s special, you’ll find it’s easier to get – and stay – organized! You’ll soon reap the many benefits of a clutter-free life: more energy, happier relationships, a well-organized home or office, more spontaneity, greater focus, new opportunities, and a better outlook on life.

For more great tips and strategies to organize and manage your home, family and life, get our e-book 77-page: Home Organization Secrets for Busy Moms

Originally posted 2010-04-15 12:04:31. Republished by Blog Post Promoter

Is Your Laundry Getting the Care it Deserves?

If you’re like most busy folks, the answer is probably no. Most people don’t stop long enough to find out what all those little symbols mean. Even if you do think about it, they are usually written so small you’d have to have a magnifying glass to see the words!

Well here is a FREE quick 1-page printable that will help you out. It can be posted in the laundry room as a reminder to you or show your family members how to care for clothes so they last longer. This printable was a great resource when I was teaching my children (now 11 & 14) how to do the family laundry. It’s also a great resource for teens who may be moving out soon or anyone who doesn’t do the laundry often enough to remember what the symbols mean!

Here’s another handy laundry organizing gadget that we couldn’t do without in our home – Lock-A-Socs.

This handy gadget keeps a pair of socks matched all the way through the laundry process. You just stick the toe of each sock in the pair through each gripper and drop them in the laundry basket or washer. The pair of socks stay matched through the wash, dryer and then back into the drawer. Each family member can have a different color, making putting socks away much easier as well.

No more sorting socks! Can you imagine the time you’ll save each week? We saved a good hour by not having to sort the family’s socks each week after they came out of the dryer. The socks make it back into my our drawers much quicker too. The Lock-A-Soc completely eliminates the sock sorting and matching process.

Lock-A-Socs can be found in our store – The Simplified Home.net.

I’d love to hear your time-saving laundry tips – please leave your tips below in the comments.

Originally posted 2010-05-13 11:26:59. Republished by Blog Post Promoter

Increase Your Productivity: Institute Quiet Time

I had to pass on this post by Karyn Greenstreet, whose blog I follow. It’s a must read for any at work at home entrepreneur.

Are you getting everything done on your To Do list?

No?

Join the crowd.

More and more self-employed entrepreneurs are complaining that email, phone calls and their beeping and buzzing BlackBerry are constantly causing interruptions, increasing stress and reducing productivity.

These constant interruptions are costing you productivity — and ultimately income.

In my blog post Choose One Task for 2010, I talk about the myth of multitasking. Talking on the phone and answering emails at the same time decreases your overall productivity. So does answering emails while you’re trying to focus on an important project or task. It causes twice the number of errors when you multitask or allow interruptions to your task.

By allowing all these interruptions, you are losing TWO hours a day of productive time.

The Solution

Many large corporations like Intel, IBM, and Deloitte & Touche are instituting something called Quiet Time: a block of time in which you cannot send or read emails, and may not make or receive phone calls (unless they are related to the specific project you’re working on).

I started to do this last year:

* Core Productivity times are 9AM – 2:30 PM. All client calls and project work are done during these hours.
* Every Friday was “class design and book writing day.” No client or prospect appointments, no emails from 9:00 – 2:30, no phone calls at all.
* Emails are handled twice a day – 8:00 and 2:30.
* Each day, return phone calls are handled after 2:30 PM (which is great because of the time zone differences between East and West coast).
* When I really, really needed to work on a project in a deeply focused way, I’d bring my laptop to the lake, park or library, taking my work to a quiet environment without possible distractions.

My Results

In a 12-month period, I designed and launched THREE new classes (including a 9-week class which was a whopper to design), wrote one new ebook, designed two new websites, and overall had a much happier and more satisfied lifestyle and work environment. Awesome!

Lest you think that you will be less productive in getting through your emails and phone calls if you institute Quiet Time in your business, think again. Having fixed times each day for email and phone calls increases your productivity, actually reducing the amount of time you spend on emails and phone calls. (I found I could get through 30-40 emails in a solid, planned hour, which would have taken me two hours if I had answered them in a scattered fashion throughout the day.)

If you are frustrated because you’re not accomplishing your projects and tasks, you need to schedule Quiet Time into each day. You will be happier and feel more fulfilled by your work if you do.

Learn more from Karyn Greenstreet here:  Self-Employed  Success

Originally posted 2010-04-26 09:01:42. Republished by Blog Post Promoter

5 Easy Steps to Meeting Deadlines

This article by Professional Organizer Denise Landers discusses 5 easy steps to help you meet deadlines; and 3 of the 5 are directly related to getting organized and how important getting organized is in getting things done and on time.

It is tough to work under the gun, but it’s something we all need to do from time to time, either because we put a project off until the last minute, or because we had a heavy dose of work dumped on our heads.

Regardless of the cause, however, developing the skill to meet tight deadlines can do big things for your career – managers and executives love employees who can finish work on time, and team members who can organize and execute quickly usually rise to the top.

With that in mind, here are five tips to doing great work on a tight deadline:

1. Clear the decks. The first thing to do, when you need to produce great work in a hurry, is to allow yourself to concentrate on it. That means making some space, both mentally and physically. Try to clean up your work area so that nothing else is going to distract you. And at the same time, clear your head of other thoughts and problems as much as you can. If something else is bugging you, make a note to come back to it later; you want to be able to keep your eyes on the road.
2. Know exactly what you are working on. This is actually good advice in just about any working situation, but is especially critical when you are under the gun. Find out decisively what is expected, and exactly what your deadline is, before you begin. Otherwise, you could waste countless hours working in the wrong direction.
3. Get organized. There is a tendency, when we are under stress, to jump right in and “just do it.” Big mistake. To get the most out of your time, spend a little bit of it – even if it is just a few minutes – organizing all the relevant data and components. A little bit of time figuring out where to start can save you quite a bit later on.
4. You are usually better early than late. While most of us have had the experience of pulling an “all-nighter” at one point or another, the practice is usually counterproductive. You are almost always better off getting some sleep and rising early to finish a project than you are staying up deep into the night and trying to stay fresh. Additionally, many of your best ideas and insights are likely to come when you aren’t thinking directly about the task in front of you, anyway. So, feel free to get some sleep or take a break to rest your mind –it is hard to walk away when you are in a hurry, but it might just speed you up in the long run.
5. Know when to move on. One of the biggest challenges of working quickly is fighting the impulse to be a perfectionist. There is nothing wrong with wanting to do your best work, but if it keeps you from getting other things done – and possibly making the next item on your list even more urgent – then you are not helping yourself. Get into the habit of doing a good job, finishing a project, and then moving on… it is not always easy, but it is usually best.

How do you know when being perfect is too perfect? Since learning to finish projects and then letting go can help you achieve so much more than obsessing over details, here are a few tips for learning when to wrap it up and move on:

• Diagnose yourself. If you are still reading to this point, there is a good chance you have recognized some perfectionist tendencies in yourself in the past. Ask yourself: do other people routinely finish their work before you? Do you find yourself agonizing over details that might not matter that much? If so, you might have some work to do.
• Set firm deadlines. One easy way to beat perfectionism is to give yourself a reasonable amount of time to finish a project, and then stick to it. Once the time is up, finish things the best you can, and then submit your work and move on. Over time, this practice will help you to recognize when you really need to make revisions, and when you are simply focusing too tightly on things that aren’t important.
• Ask for feedback, and then let go. As part of this process, ask your supervisors or peers to see whether they notice a big difference in the quality of your work. If they still think you are doing a great job, then learn to let go of tiny imperfections and get things finished more quickly.

Don’t give up perfectionism altogether. Of course, there are going to be some parts of your life where a perfectionist streak is a good thing. For example, if you are a cardiologist, most of your patients would probably approve of you trying to get things just right. But, it is important that you figure out which parts of your personal and professional life require 100% accuracy, and which areas simply need to be finished on time. Learning to tell the difference is perhaps the most important thing you can do for your productivity.

Denise Landers is the author of Destination: Organization, A Week by Week Journey and the owner of Key Organization Systems, Inc. As a national speaker, trainer, consultant, and writer she provides clients and audiences with the time management training tools and techniques that improve daily work flow and increase productivity.

Originally posted 2011-01-18 13:14:39. Republished by Blog Post Promoter

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