While there is a great likelihood that this little voice is going unheeded, there lurks a problem that actually goes as far as outright productivity sabotage.

Leaving items in your out box awaiting transport is likely having someone else’s in box tapping its feet with anxiety awaiting this information. By following my guidelines and taking just 10 seconds to manage your out box you will reduce chaos and increase your productivity.

It only takes an average of 10 seconds to return one of your files into its respective home in your own work domain, factoring in that the file’s home is even in your file cabinet, nine feet away. The problem is that you now have an hour (or hours) of ‘ten second’ filing to do. You always have 10 seconds, no matter how busy you happen to be; you don’t have hours.

Here’s a very likely scenario:

You are the sales manager who has been working with Gidget, one of your salespeople, on a very large proposal that Gidget will be presenting to the Board of directors of Acme Freight Company.

Yesterday you left the office at 5:15 P.M. At 5:30 Gidget placed the latest draft of the proposal into your in box for you to review tomorrow morning. Well, morning arrived and so did you. You reviewed Gidget’s work on this proposal, however immediately after dropping it into your out box, hell broke loose. Brushfires, crises, emergency meetings, phone calls, etcetera. You didn’t come up for air until the afternoon (even missing lunch!). You returned the proposal to Gidget at 3:30 that afternoon. Gidget was finishing up what she had been working on by 4:00 P.M. Now she was left with her portion of the proposal to complete.

NOTE- When you finally returned your input on the proposal to Gidget, she had four hours of work to do in order to have the proposal readied for her presentation at 8:00 A.M. TOMORROW MORNING! Recognizing that there was this four more hours of work remaining on the proposal, Gidget now gets on the phone—

“George, hi Honey, it’s me. I know that I had said this morning that we would all have dinner together this evening, however something has come up and I won’t be home until close to 9:00 tonight. By the way, is Margaret there? Please hand her the phone. ‘Margaret, I know that I told you last night that I would help you with your school project tonight, however something has come up and I won’t be able to after all. I apologize to you Sweetheart.’”

If you believe, even for a moment, that this is some fantasy that has been created, then we live on two different planets. What has happened is blatant sabotage which you, as Gidget’s sales manager, has done to not only her but to her husband George and to her daughter, Margaret. The justification of-“But I didn’t do this intentionally.” does not go far. (Like this is supposed to make you feel better!)

Question: Do you know what the difference is between voluntary manslaughter and involuntary manslaughter?

Answer: NOTHING TO THE GUY WHO’S DEAD!!!

To remedy this from any chance of you being either the “sabotagor” or the “sabotagee”, follow this simple guideline:

Just as you always have 10 seconds to put away a file, you have the minute, even with an emergency looming, to get the proposal to Gidget by 8:15 that morning. Had you done this, Gidget would have had the proposal readied by noon and been home for dinner with her family.

NOTE- This sabotage happens with failure to see what has been placed in your in box as well.

IT IS NOT THE AMOUNT OF WORK THAT GETS US CRAZY;

IT IS THE MIS-MANAGEMENT OF THE WORK OR THE LOSS OF CONTROL OF THE WORK THAT GETS US CRAZY.

Do you avoid completing certain projects until the last minute when your back is up against the wall? Do you keep seeing the same items turning up on your “To Do List” day after day after day?

Are you one of those people who insists you work better under pressure? Then you are probably one of the millions of people in this country who suffer from procrastination and I do mean “suffer”.

Procrastination has many negative side effects:

• It eats up valuable time
• It reduces productivity
• It sabotages others
• It lowers self-esteem
• It causes an enormous amount of stress…just to name a few.

Now you may be asking yourself, “If procrastination is so bad, why do so many people do it?”

Some of the reasons are:

• I don’t like doing that particular task
• I don’t know how to complete the task
• I don’t like the person who assigned me the task
• I don’t feel confident in my skill level at that particular task
• The task appears too large to tackle.
• There’s too much work involved
• ETC.etc.etc

Regardless of the reasons for procrastinating, the results are still the same. The task does not get completed in a timely fashion.

Our Information Management program at ChaosOver, Inc. is designed to facilitate you in eliminating FOREVER the habits and patterns that have not served you. Procrastination is one of those behaviors. So how do you eliminate it?

You do it by processing the tasks or projects you have been avoiding, one at a time. Let’s use an example to illustrate the process:

Let’s say you have to write a report on a topic that doesn’t particularly excite you and is going to involve a lot of research and a lot of your time. The report was assigned to you on March 1st and is to be completed by March 15th. Today is March 6th and you still haven’t started it. You know you are procrastinating.

First step in the process is to go through a series of questions:

• Do I still need to complete this task? If the answer is yes go to question 2. If it is no, toss it.
• Can this task be delegated to someone else? If the answer is yes, delegate it. If the answer is no, go to question 3.
• What are the benefits of completing this task? In our example above the benefits may be :
  • My boss will be happy with me
  • The client will be happy and we may get more business from them
  • Our company will make money on this
  • I may get a raise, promotion, accolades
  • I will get it off of my plate and stop stressing over it.

• What are the consequences of not doing it? Again using our example:
  • My boss will be very unhappy with me
  • I could get fired or, at least, reprimanded
  • I could miss out on a promotion
  • I could be sabotaging a co-worker
  • We could lose a client
  • Our company could lose money
  • I will continue to stress over it and feel badly

Now that you have answered these questions, the task has taken on some life, some emotion, and has the ability to motivate you to action. So what do you do next?

You break the task down into its various parts. In our example above that may look like:

• I do an outline of what the report is to cover
• I identify whether I have all the information needed
• I identify resources for obtaining the information I am missing
• I do my research
• I create a first draft with completed information
• I re-write until I am happy with the end report

Now determine how long it will take to complete the first step ONLY. Let’s say you decide it will take an hour. Go to your calendar, whether it be a paper organizer or a computer program such as Outlook, and book yourself an hour to complete this first step.

NOTE- You must treat this appointment as a sacred commitment the same as you would if it was an appointment with a client. (Knowing that you have a deadline for this project and it is going to take several hours to complete, be sure to book that hour as soon as you can into your schedule.)

When you have completed step one, do the same with the next step and so on until the task/project is completed.

If you use this process with ALL of the things where you would normally procrastinate over, whether they are business or personal, you will find yourself eliminating the problem of procrastination FOREVER as you create the new habit of getting things done in a timely fashion.

The result… you will be happy, productive, effective, self-confident, and far less stressed. So go get started….NOW!

In order to reduce the massive amounts of e-mail, the following procedure has worked miracles for many thousands of folks, allowing them to get to that magical number of ‘ZERO’ each and every day this way.

I am speaking about a time-tested and result-oriented formula to make this real for you. However, we need to begin at the beginning. The beginning for most of us is just how to deal with the hundreds, if not thousands, of accumulated e-mail that has created this loss of control and inability to manage it all.

You are being asked to do this in steps, steps that will work for you…if…you will subscribe, and commit, to the process. So, here goes:

NOTE- The format will be via Microsoft Outlook, however this can be done the same way with other e-mail providers.

Step #1- Be sure that your e-mails are in chronological order (this should be the way you find them). Scroll down to the oldest date. Now begin scrolling up from this oldest date and, WITHOUT LOOKING AT THE ‘SUBJECT’ COLUMN OR THE ‘FROM’ COLUMN, JUST BY DATE ALONE, and determine how many of these oldest e-mails on up you are willing to simply ‘DELETE’. The criterion should be based on your ability to sleep soundly having gone as far as you are willing.

NOTE- Let’s say that you began with 1,800 e-mails in your In-box. After step #1 you now have 1,440 e-mails remaining.

Step #2- At the top of your e-mail screen you will find the ‘FROM’ icon. Click on this and that will place your e-mails in alphabetical order. Scroll to the top. Now begin scrolling down looking only at this ‘FROM’ column. Look for groupings from the senders of three or more. (The ‘ones’ and ‘twos’ will be dealt with shortly.) By just looking at the names, see which groups you are willing to delete. There are 22 sent to me by Harvey Shmed. Harvey is not someone we do business with any longer and there is no need to file away his e-mails. Good-bye 22 e-mails. Again, the criterion should be based on your ability to sleep soundly having gone as far as you are willing.

NOTE- From this step you have deleted another 500 e-mails, leaving you with a remaining 940 e-mails.

Step #3- Scroll back up to the top. Keep your eyes once more on the ‘FROM’ column and begin scrolling down, however this time see what groupings (remember-three or more per name), can be simply placed into one of your e-mail folders. You come across 14 from Bob Bennett. Bob is our website designer. I have a folder entitled ‘Website’ therefore I can safely drag and drop Bob’s e-mails into my Website folder.

NOTE- From this step you have dragged and dropped 436 more e-mails, leaving you with 504 e-mails remaining.

NOTE A- I have seen countless times where e-mail folders are either few and far between or as disorganized as could possibly be imagined. However, for you, now embracing this training, e-mail folders are becoming terrific to work with.

NOTE B- I happen to champion the creation of as many folders are as necessary. This is to include ‘Sub’ folders and even ‘Sub-Sub’ folders. Why? Because this creates the shortest and most expedient artery to take you immediately to the specific information you are seeking. (Sounds like ‘INSTANT RETRIEVABILITY’ to me!)

NOTE C- Leslie has made her ‘CLIENT’ folder, yet she currently has 52 active clients. So, guess what? Leslie spent 30 minutes setting up 52 sub-folders.

Step #4- At the top of your e-mail screen you will find the ‘SUBJECT’ icon. Click on this and that will place your e-mails in alphabetical order via the names of the subjects. Scroll to the top. Now begin scrolling down looking only at this ‘SUBJECT’ column. Look for groupings of three or more. (The ‘ones’ and ‘twos’ will be dealt with shortly.) By just looking at the subject titles, see which groups you are willing to delete.

NOTE- You have deleted another 210 e-mails in this manner, leaving you with 294 e-mails remaining.

Step #5- Scroll back up to the top. Keep your eyes once more on the ‘SUBJECT’ column and begin scrolling down, however this time see what groupings (remember-three or more per name), can be simply placed into one of your e-mail folders. You come across 19 from Sallie. Sallie is our payroll clerk. I do not have a folder entitled ‘Payroll’, yet I do have an ‘Accounting’ folder. There is nothing to prevent me from making a sub-folder entitled ‘Payroll’ and dropping the 19 e-mails from Sallie into my new sub-folder.

NOTE- You have delivered another 180 e-mails out of your In box by dropping them into current folders and sub-folders (or making them newly), leaving you with just 114 e-mails remaining.

Step #6 (Final Step)- It would seem obvious that the remainder of your e-mails in your In-box are either ‘Turtles’, ‘Pendings’, ‘Library/Reference’, ‘Clients’ or ‘Projects’, ‘Archives’, ‘Personal’ or ‘ChaosOver Info’.

NOTE- Due to COMPLETION being a foreign entity to a vast majority of Humankind, bite the bullet and go through these 114 remaining e-mails, placing them each into either ‘Trash’ or the proper folders that are intended to be their ‘Home’.

CONGRATULATION AS YOU HAVE ZERO E-MAILS IN YOUR IN-BOX.

Just when you thought it was safe to go back in the water…Now you will want to do the same with your ‘SENT’ e-mails. The ‘Sent’ file is the place that many folks use as a ‘subterranean archival area’. The objective is getting this file to ‘ZERO’ as well:

Step #1- Click on the ‘Sent’ enabling all of your Outgoing e-mails to be in chronological order. Scroll down to the oldest date, asking yourself- “Without looking at the ‘Sent To’ or ‘Subject’ columns, just based simply on age of the Outgoing e-mails, what date am I willing to delete up to and still be able to sleep peacefully at night?” Then do that. (Of course, if your answer is “No, I won’t be able to sleep doing this”, then simply move on to Step Two.

Step #2- Click on ‘To’ and scroll to the very top. You now have the remainder of your e-mails in alphabetical order. Begin to scroll down searching for groupings of three or more sent to the same person. Without looking at ‘SUBJECT’ or ‘DATE’, simply by name, see how many may be deleted in this fashion.

Step #3- Click on ‘SUBJECT’ and scroll once more to the very top. Now begin scrolling down and looking only at the ‘SUBJECT’ column, seek out groupings and determine which ones can be deleted.

Step #4- It would seem obvious that the remainder of your e-mails in your ‘Sent-box’ are either ‘Pendings’ (in fact, quite likely), ‘Turtles’, ‘Client’ or ‘Project’, ‘Library/Reference’, ‘Archives’ or ‘Personal’.

CONGRATULATION AS YOU HAVE ZERO E-MAILS IN YOUR SENT-BOX.

And, last but surely not least, for that feeling of overwhelming joy…delete all of the deletes in your ‘DELETED’ file.

Welcome to the beginning of a whole, new way of life in dealing with your E-mail.
You will never again have to reside in “E-mail Hell”.

By sending the response to me via ‘New’ I am not in touch with my questions (which Bob may not have responded to for days). Receiving something like this:

Hi Len,
Here are the answers to your questions:
- Friday
- No
- Yes
- 18
Bob

I have no idea what the questions were! Had Bob hit ‘Reply’, the questions would be in the same e-mail I originally sent for me to easily relate to.

Had Bob hit ‘Reply’ and gone directly to the end of each line of my questions and responded in a manner as I would have (in red and bold), I would find the most expedient, efficient and courteous manner to retrieve the information I am seeking. I would receive something like this-

Bob,

When would you like the proposal delivered to your client? Friday (in red)
Will we need to include the budget? No (in red)
Will you be accompanying me on the presentation? Yes (in red)
How many copies of the presentation should we prepare? 18 (in red)

With great respect,
Len

In today’s fast paced world that we live in, every time saving courtesy that we can extend to our business associates, family and friends is greatly appreciated. This allows them to recapture lost time and thereby reducing stress. Isn’t this what we all want? So be respectful to all the people you contact via e-mail, using your best e-mail etiquette.

The person calls you back, saying “Hi, I see that you called me,” And then there is silence. You break the silence by asking “Do you have the answers to my questions?” Their response many times is “Oh, I didn’t bother to listen to your message. I’m just returning your call.” Now it’s up to you to remember what questions you originally asked.

Now that’s VOICE-MAIL EXASPERATION. I’m aware that we live in an age wherein speed and multi-tasking is the norm, yet I consider this to be duly lacking in respect.Maybe the new age announcement on our voice-mail should state: “Hi, I’m out right now and because I’m such a very busy person, only leave your name and number as I will not likely bother to listen to why you called in the first place.”

Oh yes, there is also what I call VOICE-MAIL SUICIDE. This is when the individual you are calling has their voice-mail announcement stating, “The person to whom you are calling has their mailbox filled to capacity, therefore you will not be able to leave a message at this time…CLICK”. Why not have it simply state-”My great aunt just died leaving me a small fortune, therefore I do not need your business any longer.”

Then there is my absolute favorite. The person leaves a long, rambling message that you are forced to listen to in order to gather an iota of the purpose for their call. It is not until the very end of their monologue that they grace you with the reason for the call. The topper is they then leave their phone number at a verbal light speed that no human ear could discern and promptly hang up.

In this age of bragging about how much we can accomplish in a given day, perhaps it would be a pretty good idea to see that by slowing down we, many times, get much farther down the road en route to our goal.

Imagine that you have been working for a week on a proposal to present to a prospective client. If accepted, this would be the largest contract ever brought into your firm. You have made the final touches on it this evening. Prior to leaving the office you place the proposal in your boss’s in-tray with a note attached asking for her review and blessing.

You clearly state that you need this proposal back in your hands no later than 9:30 the next morning as you will need to make copies to distribute to your prospective client’s management team in your meeting with them. You point out that your presentation is the next morning at 11:00 A.M. in their offices across town.

At 9:30 the following morning you come into your boss’s office to get the proposal, make your copies, and be off to your appointment. You ask your boss for the proposal only to hear her ask quizzically, “what proposal?” Looking at her in-tray, you are shocked to see that your proposal is still sitting in her in-box…with your note attached.

Upon walking into her office that morning, she had been hit with a barrage of crisis’s and brushfires, all seeking her immediate attention. Because of this she chose to deal with the contents of her in-box…later.

Now the crisis is yours. There is no way that you can get your proposal reviewed, copied and be out the door to keep the appointment across town by 11:00 A.M. In this scenario you have just been sabotaged…and your boss happened to be the sabotageur.

While you know quite clearly that your boss would have never done this to you intentionally, it is important to remember the answer to this question…What the difference is between voluntary and involuntary manslaughter? Answer-NOTHING TO THE PERSON WHO’S DEAD!!!

Let’s look at the other side of this-
You have been asked to review a document that needs to be sent to Bob. Once Bob gets this from you he needs to devote about four hours on this before day’s end as he will then need to give this to the C.E.O. of your company for a presentation to the board of directors the following morning.

It has only taken you a few minutes to review this and, once completed, you have placed it in your out-box at 8:45 this morning. However, you are swamped with work, phone calls, e-mails and meetings. Your out-box has been piling up and it is now 3:30 in the afternoon before you decide to disseminate the contents of your out-box.

Bob has finally received this from you. However, it is 3:45 and he has four hours of work to do in order to prepare this for the C.E.O. Bob will be working into the night. He calls his wife saying that “something has come up.” He won’t make it home for dinner in time or to help their son with his school project as he had promised. You have not only just sabotaged Bob, you have sabotaged his family. Did you do this intentionally? Of course not. However, of what difference is that to Bob (and his family)?

The reasons for either form of this sabotage are directly related to the mismanagement of information. This has little to do with software or systems. It has everything to do with, what I refer to as, the human side of information management.

One of the world’s greatest pool players of all time is Willie Mosconi. What made Mosconi so adept at the game was not simply that he could shoot a ball into any pocket on the pool table, rather his uncanny ability, as a result of shooting his last shot, to have that little white cue ball in the perfect position for his next shot. In other words, Mosconi was a master of what I call ‘Next Step Mentality’.

How often do we find ourselves driving up to the home of a friend and suddenly realizing that we forgot to bring that special bottle of wine? Or being invited, with weeks of notice, to your boss’s home for a Sunday barbecue and failing to tell your spouse until the morning of the party.

Imagine the salesperson for a large and reputable hotel chain closing the biggest convention contract in the history of the hotel. As a result of this contract the hotel will be completely sold out for five days, eighteen months from today. However, in the exuberance and celebration in the sales department he neglected to inform the reservation department of the new contract.

The consequence…a catastrophe just waiting to happen and “I’m sorry, I forgot” just isn’t going to cut it. Here’s how ‘Next Step Mentality’ comes to your rescue:At the moment you’re logging the dinner at your friend’s home onto your electronic or paper calendar, for let’s say, 7:00 P.M., directly prior to that time, log the reminder ‘Bring that 2004 Russian River Valley Pinot Noir’.
At the very second that your boss is inviting you and your spouse to that Sunday barbecue, log on the evening section of today’s calendar “Talk to Mary regarding our availability for barbecue at Bob’s on the 24th”.

The hotel convention contract pending disaster could have been easily averted by the salesperson. As the client was signing the contract, the salesperson needed only to log on today’s calendar “notify reservations of Acme Freight convention”. Just another example of ‘Next Step Mentality’.

The rule of thumb is in asking yourself the following questions:

• Who would need to know what I have just learned?
• Who could benefit from this information?
• Who could be of help to me with this information?
• Who will appreciate the respect by my providing them with this communication?

You will come to find that this Next Step Mentality will soon become habitual.

You will see yourself thinking in such a way that your cue ball will always be in the perfect position for your next shot.

Whether we have a home office as the primary venue to conduct our business or simply as the area to pay bills, sort the mail, etc., it needs to adhere to some very important guidelines.

Keeping in mind that in many homes there are space limitations, nevertheless your home office should be in a location that is as private as possible. In other words, a living room where you entertain or may have family members talking or watching t.v. is not a good place. The very last choice for your home office is your bedroom. The visual connection as well as the energy runs in great contradiction to the purpose of this room.

When you picture yourself entering a sanctuary or a temple, what would you bring as an offering? You would most likely bring fruit, incense and flowers. I am sure that you will agree that it certainly would not be trash or materials emanating from chaos.

Most home offices have the desk, the file drawer and equipment located in one area. Yet the files, the paperwork, the mail, the bills seem to take on a life of their own as they spread themselves beyond the ‘office’ area. They have journeyed to the dining room table, the kitchen counter, the top of the dresser and nightstand even into the garage (which is why the car is parked in the driveway).

What has happened is that the sanctuary has been desecrated. That place designed and intended as a place of respite has been trashed.

Our program deals with the handling of every bit of information you come in contact with, be it paper-based, electronically-held, verbal requests, etc, so as to have instant retrieveability of this information. Your commitment needs to ensure that all (as in 100%) of the paperwork and materials remain within the physical confines of your work environment. In my own home there is not so much as a paperclip (quite literally), that ever trespasses beyond the physical space of my office area.

In this way your home becomes that temple to experience peace, to commune with family and friends and to re-energize you for the following day.