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Investing in a Business Coach or Professional Organizer

In an interview, I was asked how do I help people see the value in investing in personal productivity?

My response was that I learned to be very focused on what I am truly passionate about and to concentrate on the outcome and the completion of what it takes for individual personal productivity. Like my clients, I strive to not get distracted by the shiny objects. Just as I coach my clients, I avoid the peripheral “things,” the “maybe we should look at that too or look at this.” I focus on the simplified methodology for the issues they are dealing with, and that is really where I am the most successful.

I have clients who ask me to do things that are off my radar screen and although I may have a good experience, professional or personal, it’s really not in the mainstream of my core competencies. In those instances, I’ve learned that I have to say no and work with my wonderful network of colleagues from mastermind groups, The National Speaker’s Association, and other associations. I find other professionals and recommend my clients to those individuals and let it go. That’s where I feel I can be most of service, and I really learn from that. It doesn’t have to be all about me; it’s really all about the client.

People sometimes feel ashamed of where they are, and they are embarrassed to say that they need help. Oftentimes, they think they should have figured it out by now. At other times, they believe that someone in their organization, who already shares in their pain and knows the challenges, will be able to fix things. They consider using someone from the inside rather than bringing in an outsider. The issue with using insiders is that they may be enmeshed in the problem themselves and lack a sense of objectivity. Having an outsider, such as me, come in and take a look offers the organization that objective, non-judgmental, bird’s eye view. I am there to assess and analyze the problem, identify the root causes, and offer solutions that, once implemented, will result in consistent, positive, and efficient outcomes.

I always like to remind people that they're in business because they wanted to do something they care deeply about. Maybe they run an international nonprofit organization or want to be a physician heading up a healthcare company. That’s what their passion is, and my passion has always been analyzing methodologies to help people be more efficient. I’ve worked with so many different people through different industries—entrepreneurial to large organizations—that I can make more expedient decisions and not just set up little packages of quick fixes or band aid containers for how things should look. I can really give them systems that are repeatable and transferable to other people. Once those systems are in place, they will be there for the long haul. Their investment in me and my services is really a significant and worthwhile value to them and their organization.

Are you committed to change?

In an interview I was asked, "as a business coach, how do I get commitment from clients?"

            I gain commitment by influencing and persuading clients about several objectives and by having them buy into the process. I have a plethora of methods. As I said earlier, every client is unique. I figure out what works for each individual one. I do have one client in particular, and even though her company is no longer keeping me on retainer, she still emails me weekly. I had this company for about eight years, and due to a reshifting of their priorities, my services were put on hold. Even though I’m no longer on retainer, this individual still emails me every Friday with her successes for the week and a quick note about the lessons she’s learned that week.

I had just started working with her prior to the budget cuts, so we really wanted to keep this going. We established a spirit of cooperation and cohesion for goal achievement. I couldn’t let her go because I saw how much she wanted to change. The method I used with her was for her to write an “accountability” every week of what her goals were, what she’d accomplished, and what lessons she’d learned.

I inquire which methods my clients have previously used or considered using and what they want to accomplish in using those resources. In the process of questioning them, I validate and acknowledge their desire to learn more, to do things more efficiently, and to help themselves. I then help them identify which resources will best address their needs, taking into consider ease of use and cost-effectiveness. Once we establish that I’m listening to them, understanding their needs, and looking at what’s best suited for them based on where they are, then they’re ready to make the time commitment to learn and incorporate these new methodologies into their work practices.

I have heard lots of speakers over the years and recently have been on calls with Michael Bernoff. He talks about asking people to commit to the time they schedule with you. I learned from him that just using the words, “Do I have your commitment that you will accomplish such and such?” has a strong emotional affect for people. They hear commitment and know they need to show up. 

Also, I have found that if a client isn’t committed to keeping appointments, I have to fire them. I guarantee my clients that I can help them and if they are not willing to commit to the work or systems that we define are best for them, then I tell them that they are setting me up to fail in helping them. If that’s the case, then either they get on board and become accountable or we work together to get them help elsewhere. Sometimes, they are just not ready, and I let them go with love.  

How to File and be Guaranteed to Find It!

Did you know that the average executive spends six weeks per year retrieving or replacing lost documents?  Naturally, it makes sense to create a system that is quick and easy so you can save that lost time.  Here are some ideas to get it done now once you have The Paper Tiger.  If you don’t have The Paper Tiger now, download this link to get started.  Here are the top ten tips I recommend:

           1    Look at the “hot spot of files”.  You know the pile that seems the most urgent and makes your stomach churn every time you look at it.  Take the paperwork and make a decision on each piece and separate into four piles:

            a         Reference, those items you need, just not right now

            b         Action, current projects, ongoing projects

            c         Toss, you know where those are going

            d         Timed, you need these on a specific date.

            2    When deciding on whether to file something or throw it away, ask yourself if how difficult would it be to find this information again?  Does it have any legal or financial ramifications if you were to throw it away?  If you can live with the answer of throwing it away after those thoughts, let it go.

3    Set up the Paper Tiger Filing System Software and Document Management, an indexing system that works like a search engine for paper files to help you get organized and stay organized.  It’s essentially creating an inventory for all of your files.

4    Use names that you will be able to recall easily.  The obvious file names that you’ve used in the past.  Then the interesting thing is with The Paper Tiger is that will also be able to add keywords into the database so that any name you think of when you need to find a file, the software will be able to tell you where it is in seconds. So in the case of “Auto” the Item Name would be “Ford Explorer”, and in the keywords section, you would input the name of the company, i.e., “Vehicle, Car”, possible the name of the dealer, the service person’s name, etc., and you might use “Personal” in the Category section.

5    Oftentimes, people receive notices of an event and they never know what to do with the postcard. Set up a monthly filing system (a Tickler File) to keep track of when to throw them away.  Create 12 hanging file folders, one for each month.  As you rsvp or pull the information for “dress code” or directions. When the day rolls around, you can retrieve it for a reminder. This will ensure that you never miss an event or an expiration date on an rsvp or offer.

6    When sorting through paperwork make a decision. If you’re not in a decision-making mood, have a place set up for “unprocessed paperwork”.  Then when you’re ready, if you need to take action, do it now or place it in the appropriate action file.  If someone else needs to attend to it, give it to them.  If it is something to reference later on, add it to a reference file and place it there. Putting it back in the pile to address later is no longer an option for you as an organized person.

7    When you have a lot of tasks to do for the day, quickly sort the tasks in order of importance.  Do what is most profitable or important to you first, then move on from there.  Therefore, if you only have a little bit of time you will be addressing the most critical issues first.  All other tasks need to be scheduled for the when it makes sense.  This final step is critical otherwise you’ll be starting a new pile.

8    Print out reports of what you have inventoried in your filing system, place a folder in the front of each door labeled “File Index”.  Having a quick and easy reference when you don’t want to open your computer makes it easier to find quickly.

9     Get into a maintenance habit of printing out a report of all of your files, quarterly or no less often than annually, and identify what you no longer need and purge or create steps to archive via off site store or scanning. 

10 .Finally, create a time management habit.  Take 10-15 minutes every morning looking at your priorities, including your Actions within your Paper Tiger system and pulling files from your Tickler File.  Do the same thing each evening by placing all documents collected through the day back into your systems. 

Congratulations on your progress, if you haven’t done it yet.  Set up your Paper Tiger system now and get started.  As you go throughout your day, keep in mind the task at hand and focus on completing that one task.  Remember that “things don’t clutter, people clutter”.  When we make simple decisions and take action, we can improve the quality of our life at work and at home.

Transforming a Home Office

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• Posted March 26, 2013 at 1:32 pm
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Recently, I was working with a client who wanted to get some order in her home.  I asked her to please send me some photos of some hot spots that she felt were disorganized.

She sent me a picture of her home living room as seen here.  Obviously, she uses this space for her home office.  I am sure you would agree that this space is why she felt that she needed my help.  We decided to start there, because frankly if your business isn’t in order every day, you’ll never feel like you’re getting anything accomplished.

As I tell my clients and as I spell out in my book, Lost in Your Own Office, you have to start with the space.  This client was classic where she was squeezed into a corner.

The positioning of the desk was in the light where the Arizona sun was shining in the window causing a glare on her screen.  We moved how the desk was arranged in the room. She also had a file cabinet that was in the main hallway so obviously it made sense to have it closer to where she was working.

Secondly, the files needed to be filed so that she had a system for her work needs.  She deals with medical records so confidentiality was critical and now her files are locked up in the file cabinet.
All the stuff then can be easily organized when you utilize simple organizational tools.  We didn’t have to spend any extra money on supplies or storage containers as she had everything already.  The bookcase really was meant to be a showcase for her collection of castles, which we moved into the main living room.  The books were old and outdated so we boxed them up to be sold on eBay.

The papers in the office were business related as well as family papers from the teenagers using the computer   We made it her own office space and created a letter tray for the kids paperwork.  It was a great family effort (it always goes better when everyone is on the same page) and three hours later we had a beautiful new space (even the desk drawers were purged with only what was needed.)

An inefficient workspace is seldom life threatening, but it still hurts us on the job.  Studies show that each year 1.8 million workers develop injuries related to ergonomic factors.  That translates into an annual productivity cost of more than $60 billion.  The personal cost is even greater.  A messy office hampers our job performance, robs us of our confidence, and prevents us from spending valuable time with our family and friends.

What about your workplace?  What message are you sending out about your office? That you’re competent and efficient? Or that you’re disorganized and out of control?

If you are relating to this post and would like to work with me, please visit my website, www.annemcgurty.com and contact me to schedule a free 30 minute call to see if it makes sense for us to work together.

Home office organization

Tips How to Maximize Productivity

As you think about getting organized in your office, here are some tips to get you going. 


1.        Do the hardest thing first.  When you arrive at the office, you may be tempted to first check your messages, rifle through the day’s mail, or plow through some easy administrative tasks. Instead, try doing the hardest, most challenging (or least enjoyable) thing earlier in the day. You’ll be attacking it when your energy level is high and your mind is clear.

2.       Plan for tomorrow at the end of today. Take 15 minutes at the end of every day to create tomorrow’s to-do list. This habit of planning will give you the gift of focus, allowing you to get a jump-start the next morning. In a sense, you’re creating a map for the following day.

3.        Download all ideas, actions, and goals onto paper.  Clear the clutter out of your brain by taking pen to paper (or fingers to keyboard) and allow to-dos and brilliant ideas to become more concrete.

4.        Use your email effectively. Stop scanning emails and leaving them to deal with “later.” Instead, schedule time just twice each day to check and manage emails. Read each email message thoroughly, then act, file, delete, or pass along.

5.        Take a lunch break every day. You may not think you have time for one, but make the time. Poor diet on the job is costing countries (and their businesses) up to 20% in lost productivity!

6.        Become an expert time estimator. Most unpleasant tasks don’t take as long as you think they will. And most pleasant things tend to drag out a bit longer than you'd expect. Use a timer to get an accurate gauge of the real time it takes to accomplish a variety of routine responsibilities.

7.        Create an effective work area. The average office worker spends 2,000 hours per year at her desk. Make that space easy to use by gathering items that you use most frequently and storing them within easy reach of your usual seated position.

8.         Manage paper effectively. Resolve to deal with your papers on a regular basis. Whether first thing in the morning, at the end of the day, or somewhere in between, set aside 30 minutes each day so you don't end up with overwhelming piles.

9.         Be more productive by avoiding interruptions. Use your lower-energy hours as your open office hours so you don’t waste peak productivity periods with interruptions.

10.     Know the benefits of being organized. Getting organized goes way beyond having a neat and tidy space. By becoming more organized, you’ll not only help your business run better, but you’ll reap multiple personal rewards as well.

11.     Stop procrastinating.  Break tasks down into realistic-sized chunks and jot them. Each day’s successes will give you the drive to keep going.

12.     Learn to say “no” and delegate. Take control of your time and tasks by making a list of all your responsibilities, both daily and special projects. Even if it takes a little more time on the front end to train someone else, it may pay off by giving you more time to focus on larger responsibilities. 

My Source:

Anne McGurty
www.AnneMcGurty.com
Strategize & Organize
10401 North 52nd Street, #114
Paradise Valley, AZ  85253
(480) 442-2014

Anne is available as a consultant to help you improve your efficiencies in your office whether it is a home office or in a commercial environment.  She is also available virtually on Skype for coaching sessions.  If your human resources department is looking to implement an employee training program, Anne can customize a program for your organization.

Learn the Process How to Get Organized

I learned a long time ago that there has to be a system for working with each client. I have several areas we address, and not all clients need to address all areas. We focus on what makes sense to their situation. That being said, it’s kind of simple. As I ask in my keynote address, I pose the question, “What’s going on here?” What is happening is not always as obvious as they think it might be. In posing the question, we begin to dig deeper to ultimately identify root causes. The question registers in their mind that something’s not working.

Then we go about “checking in” by using assessment tools. Once they check in with themselves, we are able to identify the problem or problems. In my book Lost In Your Own Office, I give tips for focusing on some main areas common to most of my clients:

·         Space

An inefficient work-space can significantly impact your productivity. Studies show that each year 1.8 million workers develop injuries related to ergonomic factors. That translates into an annual productivity cost of more than $60 billion. 

·         Paper and files

o    Pilers and filers

Everyone has their own work style, and these work styles have now expanded to virtual workspaces. Creating systems to store information—paper and electronic—and make it easily accessible are an ever-increasing demand for all businesses. As I mentioned previously, the average person spends 150 hours retrieving or redoing misplaced information. 

o    Contact information

When I wrote my book, social media hadn’t really been in everyday conversations, so I focused primarily on managing business cards and creating systems to maintain relationships. Today, however, contacts and depositories for their data are multiplying. People not only have business cards, customer databases, such as Outlook, they also have LinkedIn profiles, Facebook, Twitter, and now Google+.  Managing relationships is probably one of the most critical parts of running a business. So, having systems to manage contacts is part of being well organized.

·         Time management

This area is more about priorities. We all have the same amount of time, so it really can’t be managed. Most clients can benefit by evaluating their life passions and looking at what they really want out of life. I can then help them address their commitment to focus their time on what really matters.

·         The stuff

This means clearing the clutter. “Containerizing” what is essential along with simplifying or eliminating what’s not necessary.

·         Email

This pertains to synchronization to a central location, such as your smart phones. It also involves making decisions on how and when to address email along with learning how to use email as a tool rather than the driver of your daily business.

·         Maintenance

How are you going to do your business and your life differently so that you can stay on the path of organization and improved personal productivity? My coaching programs may kick in at this point to set up a long-term relationship of accountability and address new goals as my client’s life priorities and interests change.

My experience with clients is that each of these areas are common denominators and once we assess them, then we get the right key (tool or process) to improve that area of inefficiency. Hotel keys come in all sizes and styles—some are simple manual keys, some are more sophisticated electronic card keys. It’s the same with organization and productivity solutions. Depending on the sophistication or style of your environment, you’ll need a key that is best for you. 

Once my clients have the right key, then they can freely open the door to the opportunity for relaxation (or at the very least, the opportunity for better efficiency). Finding the right solution for each of the main areas allows the client to move forward and get the relief they need so they can check out at times. In the business sense, it means checking out of the office for a break. 

This article is an excerpt from my book, Concrete Jungle, co-authored by Bob Proctor.

Visit www.strategizeandorganize.com to learn more about consulting services or to book Anne as a speaker.